CITY MANAGER AUTHORITY PROCUREMENT
ACTION REQUESTED:
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Approve the award of Option Year #2 to Contract 23-072, Citywide Camera Replacement, to Ghafari Associates, LLC for an amount not to exceed $86,725
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
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BACKGROUND:
The Council awarded Contract 23-072, Citywide Camera Replacement, to Ghafari Associates LLC on May 7, 2024, for a one-year term from the date of award with two, one-year options to extend
The Citywide Camera Replacement project started in 2023, and a consultant was hired to help the City evaluate the current security camera implementation as well as execute a comprehensive needs assessment and create an RFP for the acquisition of a new security system.
During the interview process, it became apparent that access control and security cameras should be evaluated as one connected system. At that time, a separate project was underway to hire an access control consultant. Based on guidance from the interviewees the two projects were merged to provide one cohesive solution.
The consultant, Ghafari Associates, LLC, was hired in May 2024.
The initial consulting contract included a security camera assessment, improvement proposal and design. The addition of access control expanded the effort to include the same evaluations for access control and the interactions between access controls and cameras. This effort greatly expanded the original scope granted to Ghafari and incurred additional costs.
The project formally evolved into the Citywide Camera and Access Replacement project.
In late 2025, City staff published an RFP to hire a camera and access integrator to take Ghafari’s plans and make them a reality for the City. Currently, final evaluations are underway for selection of the integrator to begin negotiations.
DISCUSSION:
During the entire term of the contract, Ghafari Associates LLC has been an excellent partner. The Citywide needs assessment and a comprehensive plan of action, which included both the security cameras and the access control systems, was completed. The RFP for the purchase, installation, and implementation of the new system has been written, published and responded to and is in the final selection process. Ghafari has fully participated in all phases and provided their guidance.
Based on the vendor’s performance, the Information Technology Department recommends extending the contract for the second option year.
For this phase of the project, Ghafari will oversee the construction and administration for the installation and configuration of the new access control and security network executed by the integrator/contractor. Cost for this phase of the project is $86,725.00. These design services include:
• Responding to contractor’s request for information
• Verifying optimum solution with site visits with the contractor
• Reviewing contractor’s product submittals
• Overseeing access and camera migration to Genetec
• Coordinating with stakeholders
• Identifying and resolving power requirements for the project
• Modifying the design as additional cameras and card reader and requirement changes arise
The term of the second option year is May 7, 2026, to May 6, 2027. This is the final option year remaining in the agreement.
FISCAL IMPACT:
CIP #: CE165 - Door Access System; LR076 - Security Cameras
Citywide Camera Replacement will be charged to the Technology account listed below. The 2026 Budget has $1,350,000 included for LR076 and $450,000 included for CE165. The requested award of $86,725 is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31342200-551504 |
Capital Projects Fund |
$1,800,000 |