CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of Bid 17-182, Security Camera Installation, to Pace Systems for an amount not to exceed $184,720, plus a 5% contingency.
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City has developed a five-year security camera installation plan to phase in additional security camera needs throughout the City and to address the replacement of existing security cameras as they reach the end of their useful life. This five-year plan is re-evaluated every year as part of the City’s budget process. CIP project LR076 was created in 2016 to consolidate the management and installation of security cameras at all City sites.
The Department of Public Works advertised Bid 17-182 for the installation of new digital IP video camera equipment and related accessories, including programming the cameras into the existing Milestone video management system (VMS). Also included in this project is the conversion and upgrade of existing analog cameras currently on digital video recorder (DVR) to IP cameras viewable in Milestone VMS. Specifically, this project will include new security camera installations at 12 locations, including Fire Stations #1 and #7, the jail area at the Police Department, six Water Utilities sites, and three Electric Utility sites. In addition, cameras will be upgraded at the intersection of 75th
Street and Washington Street, the Public Works Service Center, and the Test Track.
There are two phases to the security camera installation. The first phase involves the installation of the necessary infrastructure to allow the cameras to communicate to the video management system (VMS) milestone servers. This work was awarded to F.H. Paschen at the December 5, 2017 City Council meeting.
The second phase involves the installation of the new digital IP video camera equipment and related accessories and is the work that is being awarded through Bid 17-182 as described above.
DISCUSSION:
Advertise Date: 10/24/2017 Notices Sent: 203
Opening Date: 11/09/2017 Planholders: 21
Proposals Received: 5
|
Company Name |
Total Bid |
|
Pace Systems |
$184,720.00 |
|
Applied Communications Group |
$229,240.99 |
|
Way2Easy DBA Imperial Surveillance |
$261,140.00 |
|
CelPlan Technologies |
$269,310.06 |
A bid was also received from 2 Secure, Inc., but it was found non-responsive due to not having a Milestone Technician and not submitting the 10-percent bid bond per bid requirements.
The initial term of the contract is from the date of award through May 31. 2018, with four additional one year extensions available. If the City decides to approve any of the option years, the work will include the installation of new and replacement cameras per the City’s five-year security camera plan depending on budget availability. The first option year would be effective June 1, 2018 through May 31, 2019. Locations and quantities will be provided in the spring of 2018 with subsequent option years following the same time frame structure.
FISCAL IMPACT:
CIP#: LR076
Security Camera Installation is expensed to the technology accounts listed below. This work is related to LR076, Security Cameras, for which $305,000 was budgeted for in CY2017. This work was unable to be completed in CY2017 due to timing issues; however, these capital funds will be made available for expenditure in CY2018. The requested award of $184,720 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31252300-551504 |
G.O. Bond Fund |
$88,000 |
|
31341300-551504 |
Electric Utility Fund |
$52,000 |
|
31251500-551504 |
Water/Wastewater Utility Fund |
$165,000 |