CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of RFP 25-030, Citywide Camera Access, to SDI Presence LLC, for an amount not to exceed $8,293,111, plus a 3% contingency and for a 3-year term
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DEPARTMENT: Police Department
SUBMITTED BY: Jason Arres, Chief of Police
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City currently utilizes multiple systems to secure the City and its assets. The City operates two disparate camera systems deemed necessary for traffic and security surveillance in areas of the City. These systems assist law enforcement with surveillance footage for investigating criminal activity, aid in monitoring vehicular traffic to assist with relieving traffic congestion and allow our utilities to observe site activity at any given moment. Additionally, the City’s assets are protected by an access control system which exists in most of the City’s municipal buildings. This system controls who can access a particular building or room and documents all related access. This system supports employees, contractors, and volunteers for the City.
The City is seeking to replace its current camera and access solutions that have been in place since the 2010’s and combine the now disparate systems into a modern, single security and surveillance solution which will provide improved safety, speedier investigations and time savings with functions such as real-time visual verification, event-triggered recording and a centralized dashboard for all functions. All current systems are nearing end-of-life and have severe storage limitations with no room for growth. Additionally, the systems lack many of the newer features and functionalities of today’s systems.
Due to the magnitude, complexity, and impact of replacing these critical systems, the City hired a consultant, Ghafari Associates, LLC, (RFP 23-072, Citywide Camera Consultant) in 2024 to document the current state, complete a needs assessment, support authoring the request for proposal, RFP evaluation, vendor selection, contract negotiations and assistance with the implementation of the new security solution.
Ghafari designed a stand-alone security network utilizing Genetec software for the video and access control elements. This system would live on its own fiber network, separating security data such as video from everyday City data and keeping both networks more secure and able to easily handle the increase of generated network traffic with room to grow. In addition, new servers, storage and networking equipment would be required to meet the needs of the new network.
Ghafari also surveyed all City spaces for improvements in security with a special focus on public and secure buildings such as the Municipal Center and the Police Station. Ghafari proposed the addition of many cameras for better video coverage in key areas as well as additional layers of security for critical access points. City Departments were also surveyed to identify their specific needs with additional cameras and door access controls.
The requirements were documented for guidance of the specifications for RFP 25-030.
The general summary for this project is as follows:
• Complete buildout of one standalone fiber network for the security system
• Supply and install all servers, network equipment and storage for security system
• Replace approximately 200 cameras which have reached end of life
• Add approximately 270 cameras to the security network for strategic coverage
• Replace 400 end-of-life access control readers with improved security readers
• Add approximately 90 new access control points
• Apply multifactor authentication to the most critical access points
• Move all existing cameras and access to the Genetec Security System
• Configure Genetec to meet City needs
• Supply training for Genetec users
• Support complete security system as a Managed Service going forward
The City staff, in conjunction with the consultant Ghafari, identified that evolving our camera and access support to a Managed Service Provider model would be a desirable outcome. A Managed Service model outsources all the business functions of the system to a third-party vendor. The vendor will be responsible for 24/7 support of the entire Security and Surveillance Network including monitoring, maintenance and support of this network. This allows the City to benefit from continuous network monitoring, proactive upkeep and security, expertise of specialized engineers, cost predictability and reduced downtime. It reduces in-house burdens to support the network and maximizes the ability to fully utilize the system’s capabilities. With technology evolutions occurring so rapidly and related expertise being non-existent in City Staff, the best way forward is a Managed Service Provider supporting and “owning” the full network to protect our investment and drive the capabilities of the new system.
DISCUSSION:
On October 6, 2025, the Police Department issued RFP 25-030, Citywide Camera Access, seeking qualified vendors to execute on the plan that Ghafari laid out to evolve our current camera and access systems into an independent and integrated security and surveillance system for the City as well as take on support for the full network as a Managed Service Provider.
Proposals were received from the following vendors:
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SDI Presence LLC |
Umbrella Security Systems |
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Minuteman Security Technologies |
Pace |
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Scientel Solutions LLC |
Imperial Surveillance Inc |
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Low Voltage Solutions Inc |
CelPlan Technologies |
A selection team comprised of staff from the Police, IT, City Manager’s Office, Human Resources, TED, DPU-E, and DPW Departments who evaluated the proposals, and were scored based upon the criteria outlined in the RFP:
1. Capability, Capacity and Qualifications of the Proposer (25%)
2. Suitability and Quality of the Approach (45%)
3. Milestones and Deliverables (30%)
After reviewing and scoring the proposals, the selection committee invited the top 3 vendors, SDI Presence LLC, Minuteman Security Technologies and Scientel Solutions LLC, to attend interviews. Following the completion of the interviews, the selection committee rescored the vendors.
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Vendor |
Qualification Score |
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SDI Presence LLC |
82.7 |
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Scientel Solutions LLC |
77.3 |
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Minuteman Security Technologies |
70.55 |
At this stage, pricing was then requested from the top three firms, based on the current scope of the solicitation. Pricing was then factored into scoring, using a Price per Quality Point. This took the pricing proposed by each proposer and divided that by the proposer’s interview score (final scoring before pricing) to yield a point value. This point value was then added to the final scoring, giving a final Qualification Score.
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Vendor Qualification Score |
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SDI Presence LLC |
115,807 |
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Scientel Solutions LLC |
106,759 |
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Minuteman Security Technologies |
102,376 |
The vendor with the highest qualification score, SDI Presence LLC, is recommended for the award. The vendor is also RBO-qualified for the procurement of construction services, as defined by Section 1-9B-7 of the Procurement Code.
SDI Presence LLC was chosen because of its superiority in the following areas:
1. Attention to detail in all facets of the review and interview process
2. Experience with security systems in large complexes
3. Focus on being a service organization - clear attention on SLA’s (Service Level Agreements) and ability to provide the City with unmatched service
4. Partnering with City known entity, ADT, to support buildout, and provide confidence
5. Excellent references
6. Provided clear proposals on equipment choices to drive decisions by the City
This award includes two components, 1) the initial capital costs to construct and implement the system, and 2) the ongoing Managed Services covering ownership, system maintenance and support. The cost allocations and details of each component are as follows:
Capital construction and implementation costs of $6,604,245.00 include:
1. Wiring and equipment to implement a stand-alone fiber network
2. Servers, switches and storage to support security and surveillance network
3. 200 new cameras to replace existing cameras that have reached end of life
4. 270 new cameras to build out the current security and surveillance network
5. 400 new access control panels to replace outdated security panels
6. 90 new access control panels to grow access control inventory for the City
7. Badging hardware and supplies
8. 10% hardware sparing
9. All wiring and equipment to support the new cameras and access control elements
10. Licensing for Genetec Security System
11. Genetec Clearance digital evidence management system licensing for three years
12. Genetec Advantage 5-year program for Omnicast maintenance and support contract for cameras
13. Genetec Advantage 5-year program for Synergis maintenance and lifecycle management for access control readers
14. Labor for Implementation
Post-Implementation support and maintenance costs of $1,688,866.00 include:
1. 3 years post implementation Managed Service of entire system
a. Year 1 - $565,522.00
b. Years 2 & 3 - $561,672.00
Once the initial pricing proposal for Managed Services was provided to the City, the evaluation team reviewed the staffing plan and proposed alternate levels of support and SLA requirements. Through a negotiation process with SDI Presence, the price for Managed Services was reduced by roughly 40%.
The term of this initial contract is for 3 years from the date of contract execution to August 31, 2029 with two, two-year options to extend. Managed Service support will begin upon successful implementation of the Genetec Security System.
FISCAL IMPACT:
CIPs - LR076 and CE165
Citywide camera access is expensed to the Technology account listed below. The expenses associated with this award are aligned with two capital projects LR076 (the security camera upgrade) and CE165 (the door access system upgrade). Given the coordination of these two upgrades staff will be combining this in one capital project moving forward. The total budget for these combined projects is $8.5M split between 2026 and 2027. The 2026 budget included $1.8M for expenses associated with these two projects. The award requested can be accommodated within the 2026 budget and staff will ensure sufficient funding is included in future capital budgets to support the out years associated with this award.
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Account Number |
Fund Description |
Total Budget Amount |
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31342200-551504 |
Capital Projects Fund |
$1,800,000 |