HomeMy WebLinkAbout2017-05-09 - AGENDA REPORTS - ON BOARD BUS VIDEO EQUIPMENT (2)Agenda Item: 8
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: fill
DATE: May 9, 2017
SUBJECT: AWARD CONTRACT TO APOLLO VIDEO TECHNOLOGY FOR
THE PROCUREMENT AND INSTALLATION OF ON -BOARD (BUS)
VIDEO SURVEILLANCE EQUIPMENT
DEPARTMENT: Neighborhood Services
PRESENTER: Adrian Aguilar
RECOMMENDED ACTION
City Council:
Waive the formal bid process, and award a contract to Apollo Video Technology for the
purchase, installation, and configuration of on -board bus video surveillance camera
system equipment in the amount of $201,234, and authorize a contingency of 10 percent
in the amount of $20,123 for a total contract not to exceed $221,357.
2. Appropriate funds in the amount of $23,779 to account 12400-5201.003, and increase
grant revenue account 700-4424.007 by $23,779.
3. Authorize the City Manager or designee to execute all documents, or modify the award in
the event that issues of impossibility of performance arise, subject to City Attorney
approval.
BACKGROUND
In 2011, the City of Santa Clarita (City) replaced its aging video surveillance camera system on
board their local and commuter bus fleet with a system provided by Apollo Video Technology
(AVT). In 2013, the system was expanded to include the City's paratransit fleet. Every vehicle
in the City's bus fleet is now installed with this system that allows staff to follow up on customer
and employee concerns and has been used successfully by the Sheriff's Department for various
investigations.
The original Request for Proposal (RFP) for transit surveillance cameras was prepared and the
notice was published two (2) times, December 21 and 26, 2010. The notice was forwarded to the
Chamber of Commerce and Valencia Industrial Association and sent to vendors who have
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contacted the City over the years, as well as to vendors listed in an industry database. The REP
was also posted on the City's website and downloaded 57 times by interested vendors. The bid
was conducted in compliance with federal procurement standards. As a result of the overall
evaluation process, which included internal and external reviews of the proposals as well as
multiple interviews with the vendors, the project was ultimately awarded to AVT.
The next phase of the project is to procure and install various upgraded and/or replacement
components including forward facing cameras, eight -camera video systems, higher capacity hard
drive storage, replacement desktop and laptop viewing stations, spare cameras, and a one-year
software maintenance package.
Forward facing cameras will be installed in every bus that will allow for the investigation of
incidents that happen in the front of the bus and visible through the windshield. While the local
and commuter bus fleet are already capable of handling this additional camera, the systems in the
paratransit fleet will need to be upgraded from a four -camera system to an eight -camera system
that is included as part of this project. Spare cameras will be purchased to ensure we maintain a
functioning and effective security system, as well as desktop and laptop viewing stations to
replace equipment installed over six years ago. Each bus will also receive a replacement hard
drive, increasing storage capacity from 1 TB to 4TB. This additional storage will allow on -board
video to be kept for a longer period of time. Finally, a one-year software maintenance package
will be purchased that will bring the viewing software up to date giving the City access to
additional functions and features implemented after the initial installation in 2011. This package
will come with a one-year support program as well.
While there are other manufacturers that can supply security camera system equipment, the
physical components, software, and firmware of the City's current security system are exclusive
to AVT. The proprietary nature of the system is critical to the encryption capabilities for chain
of custody and secure video management. Included software that enables configuration, video
management, and remote access is also proprietary and exclusive to the Apollo system and
specifically designed for use with Apollo Video's hardware. Additionally, Apollo does not share
the intellectual property or proprietary coding with any outside sources. Therefore, it is not
possible to integrate Apollo video surveillance solutions with competitive vendor's mobile video
solutions. A Non -Competitive Procurement justification has been prepared and is attached.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
If approved, this project would not require any General Fund monies. Eighty percent of the
funding for this project will come from federal grants with the twenty percent local match
coming from Municipal Operator Service Improvement Program (MOSIP) funding.
ATTACHMENTS
Apollo Cost Summary
Sole Source Request FINAL signed
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8.a
Apollo Cost Summary
Unit Price
Quantity
Total Cost
Front Facing Camera and Mounts
$
229.00
94
$
21,526.00
Camera Installation - Local
$
85.00
52
$
4,420.00
Camera Installation - Commuter
$
85.00
18
$
1,530.00
Camera Installation - DAR
$
193.00
24
$
4,632.00
DVR 8-Camera Upgrade
$
3,287.00
24
$
78,888.00
Spare Font Facing Cameras
$
164.00
21
$
3,444.00
Spare Interior Cameras
$
227.00
105
$
23,835.00
Spare Exterior Camera
$
194.00
21
$
4,074.00
VIM Software
$
21,924.00
1
$
21,924.00
4 TB Hard Drive
$
145.00
114
$
16,530.00
Laptop
$
3,640.00
1
$
3,640.00
Server
$
2,656.00
1
$
2,656.00
Tax
Shipping
$ 13,346.73
$ 788.00
Total $ 201,233.73
Contingency (10%) $ 20,123.37
Not to Exceed Total $ 221,357.10
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8.b
SINGLE/SOLE SOURCE PROCUREMENT REQUEST
Vendor Name and FlnPlus Account #:
Item/Service requested:
One -of -a -kind: The commodity and/or service has no competitive product and is ONLY
available from ONE vendor.
No Substitute: A component or replacement part has no substitute and is ONLY
available from ONE vendor.
Compatibility: Compatibility Is the overriding consideration, MUST comply with existing in -
place product and is ONLY available from ONE vendor.
Follow-up Service: ONLY ONE vendor is able to make on -call repairs for this item/location.
Emergency: Urgent need for the item or service does not permit solicitation competitive
bids, as In case of emergencies, disasters, etc.
Manufacturer Product or service can only be obtained from ONE vendor because it is
Direct: from the manufacturer or from a manufacturer certified dealer/repair center.
Explain why this vendor is the only one able to provide this goods/service:
Completed by: (print name) >7epartmen#, 7fo a
Director Approval: (sign and print name)
Purchasing Agent Acceptance:
Buyer responsible for that Division prior to or simultaneous to requisition input.
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8.b
SECURITY CAMERA SYSTEM
NON-COMPETITIVE PROCUREMENT
SUBJECT: Installation of a Security Camera System the Paratransit Fleet
Single Source Justification: The purpose of this letter is to provide justification for the
use of a non-competitive procurement process in the acquisition of a security camera
system equipment for the City of Santa Clarita paratransit, commuter, and local fleet.
Reference: FTA Circular 4220.1F, VI.3.i
Procurement By Noncom etitive Pro osals Sole Source). Sole Source procurements are
accomplished through solicitation or acceptance of a proposal from only one source, or
after solicitation of a number of sources, competition is determined inadequate. A
contract amendment or change order that is not within the scope of the original contract
is considered a sole source procurement that must comply with this subparagraph.
Procurement by noncompetitive proposals may be used only when the award of a
contract is infeasible under small purchase procedures, sealed bids, or competitive
proposals and when the recipient requires supplies or services available from only
one responsible source, and no other supplies or services will satisfy its
requirements. Examples include:
Unique Capability or Availability. The property or services are available from
one source if one of the conditions described below is present:
(1) Unique or Innovative Concept. The offeror demonstrates a unique or
innovative concept or capability not available from another source.
Unique or innovative concept means a new, novel, or changed concept,
approach, or method that is the product of original thinking, the details
of which are kept confidential or are patented or copyrighted, and is
available to the recipient only from one source and has not in the past
been available to the recipient from another source.
(2) Patents or Restricted Data Rights. Patent or data rights restrictions
preclude competition.
(3) Substantial Duplication Costs. In the case of a follow-on contract for
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the continued development or production of highly specialized
equipment and major components thereof, when it is likely that award
to another contractor would result in substantial duplication of costs
that are not expected to be recovered through competition.
(4) Unacceptable Delay. In the case of a follow-on contract for the
continued development or production of a highly specialized equipment
and major components thereof, when it is likely that award to another
contractor would result in unacceptable delays in fulfilling the
recipient's needs.
Background:
In 2011, utilizing funds from the American Recovery Reinvestment Act (ARRA), the
city replaced the camera system in the local fleet and expanded the new system to
include the City's commuter fleet. All 87 local and commuter buses have the
newest security camera system installed, allowing the City to continue supporting our
local Sheriffs department in investigations, our operations contractor in addressing
employee and customer concerns, and to deter vandalism. In addition, the new security
system uses secured wireless technology to automatically download information from
the'buses as well as to allow for "live look -in" in the event of a major emergency. This
functionality has improved the effectiveness and efficiency of the system.
A Request for Proposal (RFP) was prepared and a notice published two (2) times,
December 21 and 26, 2010. The notice was forwarded to the Chamber of Commerce
and Valencia Industrial Association and sent to vendors who have contacted the City
over the past six months, as well as to vendors listed in an industry database. The RFP
was also posted on the City's website and downloaded 57 times by interested vendors.
The bid was conducted in compliance with federal procurement standards.
Of the seven proposals received, two bidders did not include the required bid bond or
security form and check. As a result, those proposals were determined to be non-
responsive and were not included in the evaluation process. The remaining five
proposals were reviewed by a panel of internal and external representatives. Scores were
awarded based on several factors including quality of equipment, understanding of
project requirements, cost, and references. Based on this ranking, the top three.finns
were invited to interview with the evaluation panel and provide a demonstration of their
As a result of the overall evaluation process, the project was awarded to Apollo Video
Technology. Since the installation of cameras in the local fleet in 2011 and the
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8.b
paratransit fleet in 2013, Santa Clarita Transit has already experienced a measurable drop
in vandalism and person -to -person incidents. The camera system has allowed staff to
follow up on customer and employee concerns and has been used successfully by the
Sheriff s Department and local school district during various investigations
Single Source Justification:
In 2011 the City initiated a federally compliant competitive bid process to procure and
install a Security Camera System on our transit fleet. The project was awarded to Apollo
Video Technology and contracted according to FTA and ARRA guidelines. At that time
due to funding, the City was only able to install the systems on our fixed route and
commuter vehicles. In 2013, a sole source procurement was completed to install Apollo
systems into the city's paratransit fleet. At this time, these .systems are installed
fleetwide.
While there are other manufacturers than can supply security camera system equipment,
the physical components, software and firmware of the solution provided to the city are
exclusive to Apollo Video Technology. The proprietary nature of the system is critical to
the encryption capabilities for chain of custody and secure video management. Included
software that enables configuration, video management and remote access is also
proprietary and exclusive to the Apollo system and is specifically designed for use with
Apollo Video's hardware. Additionally, Apollo does not share the intellectual property
or proprietary coding with any outside sources. Therefore, it is not possible to integrate
Apollo video surveillance solutions with competitive vendor's mobile video solutions.
A sole source procurement would allow the City to avoid costs associated with
duplicating our existing back end infrastructure and ongoing maintenance costs. By
installing the same system across our fleet the City benefit from seamless hardware,
wireless communications, "live look in" functionality, data management and software.
Conclusion_
On the basis of the justification provided above, Apollo Video Technology is uniquely
positioned to supply the required equipment.
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