City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council approve a professional services agreement
with CelPlan, Inc. for the installation, upgrade and design of a security camera
systems in the Police Department for a not to exceed amount of $132,000.00. This
amount includes a 10% contingency factor for unforeseen issues which may arise
during the project.
BACKGROUND:
In 2009 the City of Culver City was granted and allocated funding through the JAG
ARRA 2009 program for a comprehensive upgrade to its existing security
video surveillance cameras, monitoring, data recording and supporting systems.
Existing cameras and recording equipment within the Jail Facility are inadequate for
current and future needs.
Two older, analog, fixed-focus, stationary cameras and the audio capture and
recording systems which currently provide surveillance coverage for the two primary
Jail corridors are in need of replacement
Additionally, the number of surveillance cameras within the Jail Facility will need to
be increased in order to provide adequate coverage. Audio recording capabilities at
designated locations within the Jail Facility are an integral part of the overall scope
of providing the Department with up to date technology to provide a safe
environment for our employees and to the community we serve.
Meeting Date: November 14, 2011 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Approval of a Professional Services Agreement
with CelPlan, Inc. for the Jail Surveillance System Upgrade Project to the Police
Department.
Contact Person/Dept.: Carmen Zarate Phone Number: (310) 253-6133
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Public Notification: Meetings and Agendas – City Council (11/11/11)
Department Approval:
Scott Bixby (11/02/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (11/09/11)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (11/10/11)
City Manager Approval:
John M. Nachbar (11/10/11) City of Culver City, California
Agenda Item Report
DISCUSSION:
On June 2011, the Police Department solicited a Request for Proposal (RFP),
#1481-R to enhance and upgrade the current system.
As a part of the proposal process, the Department held a proposer’s meeting and a
site job walk with all potential proposers for this project to provide a current and
detailed review of the existing system.
The first job walk yielded 25 potential proposers. Police Department staff provided a
detailed analysis of the current system, expectations, and anticipated results
including inter-connectivity requirements and new locations for additional cameras.
Staff also discussed the requirements and anticipated elements of systems to be
installed which includes a total of 26 new cameras. The Department received twelve
(12) proposals. A rating system was developed to determine the most responsive
proposals. The following criteria were used to evaluate the proposals:
• 40% pricing
• 60% for responsiveness, technical understanding, solution approach,
experience, and references.
The analysis is as follows:
Proposer Bid Price
Evaluation
Score
1 CelPlan, Inc. $ 119,994.40 95
2 Justice Systems Corp $ 89,695.00 94
3 American Security Group, Inc. $ 113,260.83 86
4 Sierra Group, Inc. $ 113,223.96 84
5 Metro Video Systems, Inc. $ 113,918.69 83
6 Quintron, Inc. $ 91,228.92 78
7 LDM Engineering $ 108,964.00 68
8 Ingersoll Rand $ 133,910.06 67
9 West Corporation $ 118,241.79 65
10 Priority Communications $ 100,243.76 59
11 LSA Security $ 69,132.35 48
12 Leverage Information Systems $ 198,538.12 46
LSA Security, Inc. was the lowest priced proposer; however, their submission did not
provide sufficient explanation of their expertise nor outline their approach to jail
facility installations. LSA Security’s submission was less responsive when
compared to the selected proposer’s bid. With these factors in mind, CelPlan, Inc.
was selected as the most well rounded and quality proposer as listed below: City of Culver City, California
Agenda Item Report
1. Scope and expanded services and facilities
2. Pricing
3. Hardware and software solution quality
4. 3 year warranty on all equipment/parts and one-year warranty on
labor/installation with time and materials option
CelPlan, Inc. provided a comprehensive proposal with good technical proficiency,
quality and a clear understanding of the longer-term solution compared to the scope
of work for this project and projection for future expansion.
FISCAL ANALYSIS:
The City received $81,497.96 in US Department of Justice Edward Byrne Memorial
Justice Assistance Grant (JAG) Formula Program Funds under the American
Recovery and Reinvestment Act (ARRA) of 2009 for this project. The Police
Department intends to use asset forfeiture funds for the remaining amount of
$50,502.04. There will be no general fund monies used for this project. All
expenditures for this project will be paid from DOJ-Byrne JAG program grant funds
from account 41442500 and State Asset Seizure funds from account 41641300.
ATTACHMENTS:
None
MOTION:
That the City Council:
1. Approve a professional services agreement with CelPlan, Inc. in an amount not
to exceed $132,000 for the installation of a security camera system and upgrade
in the Police Department, and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.