02-05-2008 - Award of Bid for Bus Transit Surveillance SystemTO:
FROM:
SUBJECT
0
Andrew G. Pasmant, City Manager
and City Council
Michele L. McNeill .
Community Services Director
Cit
y of West Covina
Memorandum
AGENDA
ITEM NO. D-4a
DATE: February 5, 2008
AWARD OF BID FOR BUS TRANSIT SURVEILLANCE SYSTEM
RECOMMENDATION:
It is recommended that the City Council:
1. Accept the bid of.Seon Design, Inc. in an amount not to exceed $55,000 for the purchase
and installation of a transit surveillance system
DISCUSSION:
On August 7, 2007, City Council authorized staff to purchase and install a surveillance system
on vehicles used for the operation of the City's transit programs. The surveillance system is
expected to help deter problem passenger behaviors and assist staff in the investigation of
passenger concerns. This surveillance system would be designed to record activities within the
vehicle onto the system's removable hard drive. Data from the hard drive would be retrieved to
investigate incidents, as necessary. The. proposed surveillance system is upgradeable if the City
wishes to do so in the future.
In accordance with City purchasing requirements, a Request for Proposal was developed in
which potential bidders were asked to recommend a transit surveillance system configuration and
provide costs for its purchase and installation. The Request for Proposal package was sent to 58
potential bidders, advertised on the City's website under the legal notices section, and advertised
in the San Gabriel Valley Tribune Newspaper on November 30, 2007.
On December 27, 2007, the Purchasing Manager received and opened six sealed bids. A
summary of quotations is attached (Attachment No. 1). Staff has evaluated the bids and
determined that Seon Design, Inc. is. the lowest, responsive bidder. In addition to having the
lowest per unit cost, Seon Design, Inc. is able to offer a five-year warranty at no additional cost
against defects in workmanship and materials on the system's digital video recorders, cameras,
and accessories except hard drives. A five-year warranty is available for the system's hard drives
at the cost of $250 per unit.
Seon's lower unit price allows the City to add several options to the vendor's base. bid and
remain well below the appropriated budget, amount of $65,000. These options will, improve the
City's ability to monitor driver and passenger behavior and include the following items:
Items
Purpose
Estimated
Quantity
Infrared Cameras
Additional cameras with the capability to
33
monitor the system during day and night
conditions.
500 GB Hard Drives
Larger hard drive' enables the system to
15
record and store footage for longer periods
of time.
GPS Receiver
Enables system to save vehicle location with
12
recorded footage.
Handheld LCD Monitor Kit
Enables City and Contractor management
2
staff to view footage at vehicle.
Andrew G. Pasmant Ci f
tY anager
and City Council
Page 2 — February 5, 2008
ALTERNATIVES:
1. Accept the bid of Seon Design, Inc. in an amount not to exceed $55,000 for the purchase
and installation of a transit surveillance system
2. Reject all proposals and re -solicit new proposals. However, it is unlikely that costs
would be reduced.
3. Provide alternative direction.
FISCAL IMPACT:
There is no impact to the General Fund. Proposition "A" funds for this project . were
appropriated by City. Council on August 7, 2007 and approved by the Los Angeles Metropolitan
Transportation Authority on August 8, 2007 in the amI unt of $65,000. PropositionA, and C
funds can be used only for public transit purposes.
Prepared by: Approved by:
Annette L. Jackson Michele
Management Analyst I Commur
LZ
Reviewed & Approved :
PP b Y
Finance
Attachment No. 1: Summary of Quotations
L. McNeill
utv Services Director
9
I
SUMMARY OF QUOTATIONS
BUS TRANSIT SURVEILLANCE SYSTEM
PER BID SPECIFICATION 0807-C
Seon Design, Inc.
Coquitlam, BC, Canada
A-Z Bus Sales
Colton CA
Apollo Video Technology
Woodinville, WA
Item
Qty
Unit
Extension
oty
Unit
Extension
Qty
Unit
Extension
Mobile Digital Video Recorder
13
$ 1,895.00
$ 24,635.00
13
$ 2,780.00
$36,140.00
13
$ 2,799.00
$ 36,387.00
Removable Hard Drives
13
included
13
included
13
included
Video Cameras
26
$ 250.00
$ 6,500.00
35
$ 175.00
$ 6,125.00
46
$ 208.00
$ 9,568.00
Installation on Daimler Chrysler Transit Bus
2
$ 400.00
$ 800.00
2
$ 500.00
$ 1,000.00
2
$ 500.00
$ 1,000.00
Installation on Goshen Sentry Transit Bus
4
$ 400.00
$ 1,600.00
4
$ 500.00.
$ 2,000.00
4
$ 500.00
$ 2,000.00
Installation on El Dorado MST Transit Bus
1
$ 400.00
$ 400.00
1
$ 500.00
$ 500.00
1
$ 500.00
$ 500.00
Installation on Ford Cutaway Transit Bus
6
$ 400.00
$ 2,400.00
6
$ 500.00
$ 3,000.00
6
$ 500.00
$ 3,000.00
Viewing Software (&/or Hard Drive Reader)
1
$ 225.00
$ 225.00
1
$ 250.00
$ 250.00
1
included
(hard drive reader)
(docking station)
Sub Total
$ 36,560.00
$49,015.00
$ 52,455.00
Sales Tax
$ 21630.10
$ 3-1507.49
$ 3,791.29
GRAND TOTAL
$ 39,190.10
$52,522.49
$ 56,246.29
Delivery
30 days
45 days
30 days
L7
N.
0.
BUS TRANSIT SURVEILLANCE SYSTEM
PER BID SPECIFICATION 0807-C
Protectal
West Covina, CA
IVS, Inc./Angel Trax Cyberwatch Security Comm. Inc.
Newton, AL*
Item
Qty
Unit
Extension
Qty
Unit
Extension
Qty
Unit
Extension
Mobile Digital Video Recorder
8
$ 1,989.00
$ 15,912.00
13
$53,395.33
19
$ 2,730.00
$ 51,870.00
Removable Hard Drives
8
$ 589.00
$ 4,712.00
included
19
$ 150.00
$ 2,850.00
Video Cameras
41
$ 389.00
$ 15,949.00
included
64
$ 162.50
$ 10,400.00
Installation on Daimler Chrysler Transit Bus
2
$ 2,200.00
$ 4,400.00
2
$ 475.00
$ 950.00
2
$ 2,721.93
$ 5,443.86.
Installation on Goshen Sentry Transit Bus
4
$ 2,150.00
$ 8,600.00
4
$ 475.00
$ 1,900.00
4
$ 2,127.75
$ 8,511.00
Installation on El Dorado MST Transit Bus
1
$ 2,150.00
$ 2,150.00
1
$ 475.00
$ 475.00
1
$ 2,127.75
$ 2,127.75
Installation on Ford Cutaway Transit Bus
1
$ 1,850.00
$ 1,850.00
6
$ 425.00
$ 2,550.00
6
$ 2,127.75
$ 12,766.50
Viewing Software (&/or Hard Drive Reader)
1
$ 389.00
$ 389.00
1
included
1
included
Sub Total
$ 53,962.00
$ 59,270.33
$ 93,969.11
-- - -- - - - - ------Sales Tax
- - - -
- - --
-$-3,049-37
- - -
-- - -
-$ 4,405.-11-
- - - -
-$ --5,372.40-
GRAND TOTAL
$ 57,011.37
$63,675.44
$ 99,341.51
Delivery
30 days
45 days
14-28 days
W
Cr
N
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