01-20-2015 - Item 14 - Award of Bid - Police Department Security Camera SystemTO: Mayor and City Council
FROM: Tom Mauk
Interim City Manager
BY: Dave Faulkner
Chief of Police
City ojWest Covina
Memorandum
AGENDA
ITEM NO. 14
DATE January 20. 2015
SUBJECT: AWARD OF BID —POLICE DEPARTMENT SECURITY CAMERA
SYSTEM
RECOMMENDATION: It is recommended that the City Council:
1. Find that VAS Security Systems Inc. of Simi Valley is the lowest, responsive and
qualified bidder for the Police Department's security camera system;
2. Approve a purchase agreement with VAS Security Systems Inc., for the Police
Department's security camera system (including cameras, cabling, infrastructure,
computerized recording/viewing system, labor, other materials, two year maintenance
agreement, training, optional features, and contingency funds), for an estimated
$236,280, and authorize the Mayor of the City of West Covina to execute related
agreements;
3. Appropriate a total of $171,280 from the fund balance of Fund 117 to 117.31.3110.7160.
($65,000 is already budgeted in account 116.84.8402.7160 as CIP project GP- 14401)
DISCUSSION:
One of the City Council's Smart Priority Goals and Objectives (Number 2.2b), adopted in
August 2014, is to implement an updated and comprehensive video recording system covering
the jail, Police Station, and suspect interview rooms. The Police Department has an outdated
analog security camera system that has suffered system component failures, and is beyond repair.
Most government agencies in California are moving to implement systems that retain jail video
for a minimum of 24 months and a day, and legislation mandating this is being explored. West
Covina's current analog system does not meet this retention capacity, thus posing a possible
liability. Partial funding to upgrade this system to a new one with digital motion sensing
cameras, video recording and storing for 25 months, a state of the art video retrieval interface,
retrieval capability from smart phones and tablets, and Cat6 cabling, upgraded servers, etc., was
previously budgeted in the City's Capital Improvement Program. Specifically, $65,000 was
budgeted in account 116.84.8402.7160 (State asset forfeiture) as CIP project GP-14401, with the
understanding that additional funding would come from available federal asset forfeiture.
Features of the new system include the following:
• Fifty (50) new digital cameras covering the interior of the Police Station, the jail facility,
exterior parking areas, and some exterior coverage of the Dispatch Center. Most of these
updated cameras will be at locations where an old camera currently exists, and about
twenty existing cameras can be used with the new system (so there are about 70 cameras
total). Five of the new cameras (in the jail and interview rooms) record audio and video;
• The system has a secure, standalone computer based Video Management System (VMS)
that restricts footage viewing capabilities of users based on need/authorization, has a
robust user authenticating system and audit trail detailing the access by users to the
system, and allows web -based retrieval of footage by authorized Police employees using
desktop computers, tablets, or smartphones. This system interfaces with a fully
redundant server ensuring that video is still archived if an equipment failure occurs;
• Footage is retained•dexed, and accessible for 25 months meeting State and federal
requirements) on a computer server/storage array, although jail audio and interview room
footage are retained longer;
• "file entire system is scalable, so it can easily be modified if required in the future;
• A 3 year warranty guaranteeing that all system parts be fully functional and operational.
Beyond that time, a maintenance agreement ($4,800 annual]),) is required.
City staff conducted the Request for Proposal (RFP) competitive bid process. After formulating
the technical details of the RFP, it was published online on October 6, 2014. The RFP was
advertised in the San Gabriel Valley Tribune for two clays, starting on October 8. On October
21, staff conducted a mandatory pre -bid informational meeting and walk-through inspection.
Over twenty vendors attended that meeting. On November 19, staff received six sealed bids
before the bid deadline, as follows:
Vendor
Bid Amount
VAS Security Systems
$214,798.84
Am=1'ec Total Security Inc
$260,967.95
Convergint Technologies
$300,384.78
CelPlan
$314,559.99
American Security Group
1 $416,113.40
Veterans Communications Services
$1,441,012.32
Police Department staff conducted interviews with the four lowest priced qualified vendors on
November 25. The lowest bid totaled $214,798.84, offered by VAS Security Systems Inc. City
Staff examined VAS Security Systems' qualifications and determined that they met all
requirements detailed in the RFP. Staff confirmed that VAS Security Systems Inc. had the
requisite number of customers detailed in the RFP. Staff contacted four of VAS Security
Systems' customers (South San Francisco Police Department, Vacaville Police Department, Cal
State Fullerton Police Department, and the Ronald Reagan Library) —all four reported high
satisfaction with VAS Security Systems' services and products. The Police Department
recommends that the City Council accept the proposal as presented and award a purchase
agreement to VAS Security Systems Inc., with ten percent additional funding for optional
features and contingency costs. Optional features include additional cameras if staff find that
coverage/viewpoints need to be altered. Contingency costs include securing cables and ensuring
that there is no interference/contact with plumbing, other electrical wires at the Police Station,
etc. —some of these items are inside walls in the Police Station and are not fully viewable until
installation begins, and thus are somewhat unknown.
LEGAL REVIEW:
The City Attorney's office has reviewed this staff report.
FISCAL IMPACT:
The project will constitute no cost to the General Fund. Partial funding ($65,000) was already
budgeted in Fund 116 (State asset forfeiture) as CIP project GP-14401, while the remaining
$171,280 can be appropriated from funds available (and held for this specific purpose) in Fund
117 (federal asset forfeiture
).
Prepared by: '
Alex B. Houston Jeff Munn
Police Administrative Sergeant, Investigative &
Services Manager Support Services Division
Reviewed/Approved by:
Dave Faulkner
Chief of Police
Ntike Lee
Dennis Swink
Interim Finance Director
Assistant City Manager/Community Development Commission Director