CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year Three to Contract 17-182, Security Camera Installation, to Pace Systems for an amount not to exceed $350,000 plus a 5% contingency
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In 2016, the City developed a five-year security camera installation plan to address security camera needs, technology advances, and program management issues, including controlling and leveling costs. This five-year plan is re-evaluated every year as part of the City’s budget process. CIP Project LR076 was created to consolidate the management and installation of security cameras at all City sites. The City currently has approximately 350 cameras located throughout the City.
In January 2018, the City Council approved the award of Bid 17-182 to Pace Systems for a four-month term with four, one-year options to extend. Option year one was awarded on September 4, 2018 and option year two was awarded on May 21, 2019. This contract includes the installation of new digital IP video camera equipment and related accessories, including the installation of the necessary infrastructure to allow the cameras to communicate to the video management system milestone servers.
DISCUSSION:
Pace Systems has provided excellent service during the initial term and first two option years of the contract. During the second option year, more than 40 cameras were installed at four Electric Utility sites and at four fire stations.
Pace has agreed to renew the contract for the third option year with no price increase. During the third option year, cameras will be installed at three Electric Utility sites, two Water Department sites, and two Fire Stations. In addition, the contract will include funding for the installation of intersection cameras and the replacement of cameras that have exceeded their useful life.
The term of the third option year is June 1, 2020 to May 31, 2021, with one, one-year extension remaining.
FISCAL IMPACT:
CIP #: LR076 - Security Cameras
Security camera installation is expensed to the technology and infrastructure accounts listed below. This work is related to LR076, Security Cameras, for which $540,000 has been budgeted in 2020. The requested award of $350,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31341300-551504 |
Electric Utility Fund |
$95,000 |
|
31341500-551504 |
Water Utility Fund |
$90,000 |
|
31342300-551504 |
Bond Fund |
$165,000 |
*Per Council directive, contingency on construction projects is set at 3% on projects over $500,000 and 5% on projects under $500,000.