CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year #1 to Contract 23-072, Citywide Camera Replacement, to Ghafari Associates, LLC for an amount not to exceed $128,000
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
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.
DISCUSSION:
During the original term of the contract, Ghafari Associates LLC has been an excellent partner. The Citywide needs assessment and a comprehensive plan of action, which includes both the security cameras and the access control systems, have been completed. Additionally, a large portion of the RFP for the purchase, installation, and implementation of the new system has been written with expectations of publishing in the second quarter of 2025.
Based on the vendor’s performance, the Information Technology Department recommends extending the contract for the first option year.
Access control has been added to the overall scope of the project for an additional quoted $102,000. This additional fee includes:
• Documenting the existing access control system
• Identifying end-of-life access control panels
• Designing the addition of access readers
• Designing the integration of the access control system into the security camera system
The term of the first option year is May 7, 2025, to May 6, 2026, with one, one-year option remaining in the agreement.
FISCAL IMPACT:
CIP: CE165; LR076
The requested award is expensed to the account number listed below. The Capital Improvement Program includes $100,000 for professional services and $1,482,500 for equipment installation under LR076 - Security Camera replacements. In addition, the budget includes $327,500 for equipment for CE165 - Door Access System. The requested award is accommodated within the overall budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31342200-551504 |
Capital Projects Fund |
$1,191,000 |