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CC - CONSENT ITEM: Approval of an Agreement with SafeFleet in an Amount Not-to-Exceed $149,659 ($131,159 Base Proposal Plus $18,500 in Contingency Authority) for Acquisition and Installation of On-Vehicle Video Surveillance Equipment and Associated Hardware for Culver CityBus.
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Meeting Date: June 23, 2025
Contact Person/Dept: Allison Cohen/Transportation Department
Phone Number: (310) 253-6543
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/19/2025); SafeFleet (06/19/2025)
Department Approval: Diana Chang, Chief Transportation Officer (06/04/2025)
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RECOMMENDATION
Staff Recommends the City Council approve of an agreement with SafeFleet in an amount not-to-exceed $149,659 ($131,159 base proposal plus $18,500 in contingency authority) for acquisition and installation of on-vehicle video surveillance equipment and associated stationary hardware for Culver CityBus.
BACKGROUND/DISCUSSION
The Transportation Department relies heavily on the quality and security of the video surveillance systems integrated on its fleet of public transit buses. SafeFleet is the sole distributor of the MobileView DVR and camera systems used by Culver CityBus. This camera system also integrates with the Department’s SmartBus system as the software protocols have been created for such use.
The Transportation Department is in the process of upgrading the MobileView video surveillance systems currently installed on its transit bus fleet with new DVR devices and new camera equipment. The new cameras will greatly enhance the picture and video quality to provide better clarity and defined details of the video footage. Additionally, the server computer and software used to retain and view video footage have reached the end of their useful lives and must be replaced. The new server computer and software will allow the Transportation Department to better meet document retention requirements and recall, view, and share video footage in a more effective and efficient manner. Due to ongoing uncertainty regarding pricing for electronic equipment, staff recommends a contingency amount of $18,500 to account for material price increases that may be realized during the course of the project.
Pursuant to Culver City Municipal Code Section 3.07.055.B, this purchase is exempt from formal bidding requirements because the equipment is a component for equipment or a system of equipment previously acquired by the City, and is necessary to repair, maintain or improve the City’s utilization of the equipment.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding in the amount of $146,659 in CIP Account No. 20380000.732100.PB001 (Bus Replacement) to cover the cost of this agreement which can be found on page 477 of the budget book. All services will be paid for with Transportation Department funds. No General funds will be used.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve an agreement with SafeFleet in an amount not-to-exceed $131,159 for acquisition and installation of on-vehicle video surveillance equipment; and
2. Authorize the City Manager to approve amendments to the agreement for unanticipated costs up to a contingency amount not-to-exceed $18,500; and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.