HomeMy WebLinkAbout2011-05-10 - AGENDA REPORTS - SECURITY CAMERA SYSTEM TRANSIT (2)CONSENT CALENDAR
DATE:
Agenda Item: 12
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
May 10, 2011
SUBJECT: AWARD CONTRACT FOR THE PROCUREMENT AND
INSTALLATION OF A NEW SECURITY CAMERA SYSTEM
FOR THE CITY'S TRANSIT FLEET
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
City Council:
1. Award a contract to Apollo Video Technology for the purchase and installation of a new
security camera system on the City's transit fleet in the amount of $471,365, which reflects
the base pricing plus the selected option pricing, and to authorize a contingency of 10% in the
amount of $47,136, for a total contract not to exceed $518,501.
2. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
In 1999, after much research and analysis and the support of our local Sheriff's Department, the
City installed security cameras on our local bus fleet. Fifty (50) of the City's fifty-seven (57)
local transit buses are equipped with a security camera system. The commuter bus fleet of 30
vehicles is not equipped. Since the installation of cameras in the local fleet, Santa Clarita
Transit has 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.
G��0�OdED
Recent advances within the industry have created a scenario in which the City's 12 -year-old
camera system can no longer be sustained in a cost-effective manner. The system requires
constant maintenance and has become unreliable. New replacement parts are no longer
available, requiring all replacement parts to be refurbished.
Utilizing funds from the American Recovery Reinvestment Act (ARRA), staff is proposing to
replace the camera system and expand the new system to include the City's commuter fleet. All
87 local and commuter buses will 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 will use secured wireless technology to automatically download
information from the buses. This functionality will improve the effectiveness and efficency 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.
On February 17, 2011, the following proposals were received:
Company
Location
Initial Proposed Cost
Apollo Video Technology
Woodinville, WA
$ 478,435
Digital Recorders
Durham, NC
$ 589,049
Eye 3 Data
Mason, OH
$ 633,368
eltronics Technologies
Rochester, NY
$ 147,422
Safety Vision
Houston, TX
$ 651,631
Seon Design Corp.
Bellingham, WA
$ 484,179
TC Fire and Security
Hartford, CT
$1,346,142
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. The five
proposals were ranked as follows:
—2–
Company
Score
Apollo Video Technology
85.33
Digital Recorders
63.67
Eye 3 Data .
Non Responsive
eltronics Technologies
Non Responsive
Safety Vision
73.00
Peon Design Corp.
84.00
TC Fire and Security
70.67
Based on this ranking, the top three firms were invited to interview with the evaluation panel and
provide a demonstration of their proposed system.
As a result of the overall evaluation process, Apollo Video Technology was asked to submit their
best and final pricing for the base system and City -selected optional features.
Staff recommends that the project be awarded to Apollo Video Technology.
ALTERNATIVE ACTIONS
Other action as determined by City Council.
FISCAL IMPACT
The total cost of this project, including contingency, is $518,501.and does not require any
General Fund monies. Adequate Federal ARRA Stimulus monies are available in the Fiscal Year
2010-11 budget account 12400-5201.003 to fund this project.
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