City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
That the City Council authorize entering into a “Professional Service Agreement”
with Instant Replay Communications, to provide a video surveillance system for the
Police Facility.
BACKGROUND:
On August 24, 2004, The City of Culver City was awarded a State Homeland
Security Grant, with funds totaling $88,330.20. These funds are designated to be
used for equipment and security upgrades at both the Police and Fire Departments.
On October 25, 2004, the City Council authorized $52,513.60 of those funds for the
Police Department to install video surveillance equipment and either bullet proof or
blast resistant windows. This grant provides funding on a reimbursement basis, in
that the city will be reimbursed once receipts and contracts are submitted. At the
October 25, 2004, session, the City Council authorized the appropriation and
transfer of the $88,330.20 for this grant. ($52,513.60 for the Police Department and
$35,816.60 for the Fire Department).
DISCUSSION:
A “Request For Proposal” (RFP) was submitted for the purposes of adding four
cameras and a digital recorder to the existing security camera system at the Police
Department. Staff determined this would allow better camera coverage for the entire
outside perimeter of the facility.
Meeting Date: October 24, 2005 Item Number: C-6
AGENDA ITEM: Consideration to enter into Professional Service Agreement with
“Instant Replay Communications” for the purchase of video surveillance
equipment, using Pre Approved Grant Funds.
Contact Person/Dept.: Lieutenant Craig
Bloor
Phone Number: (310) 253-6105
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Master Notification List 10/19/05. Bidders: MTM Technologies,
Advanced Electronics, Instant Replay and Hamilton Pacific.
Department Approval:
John Montanio, Chief of Police
CAO Approval:
Jerry Fulwood 10/19/05
City Controller Approval:
Marlee Chang 10/18/05City of Culver City, California
City Council Agenda Item Report
Bids were submitted from the following companies:
Company Proposal
MTM Technologies $86,796.18
Advanced Electronics $62,438.85
Revised 2
nd
Bid $41,551.35
Hamilton Pacific $50,650.00
Instant Replay Communications $19,644.10.
Revised 2
nd
Bid $29,959.00
Bid plus additional work / repairs = total $39,927.33
The RFP’s were reviewed by staff and representatives from the lower bids were
interviewed and their bids discussed with them.
Instant Replay Communications submitted the lowest bid. Both the Police and Fire
Departments have used this company in the past and found their workmanship and
equipment to be of good quality.
Staff contacted Instant Replay representatives regarding their low, initial bid.
Instant Replay representative, Loren Coleman explained that Lieutenant Dean
Williams had conducted a walk through of the Police Facility with interested bidders.
During the walk through, he (Coleman) identified several items his company had
previously installed within the Police Facility. He and his staff evaluated some of the
existing equipment and though dated, assumed that police staff wanted to use the
existing equipment. Instant Replay personnel neglected to include these changes in
their initial bid as we had requested.
Once they better understood that the department was looking to upgrade and
replace the older technology, Instant Replay Communications submitted a revised
bid totaling $29,959.00.
Staff has since met with Instant Replay one additional time regarding their bid. Each
piece of equipment was reviewed, as was the proposed installation and a service
contract. Department staff found that the equipment outlined in their bid included
items of the same or comparable quality as the more expensive bids submitted.
During this meeting, a second walk through was conducted with Instant Replay
personnel. Staff and Instant Replay personnel discussed the numerous older
cameras and monitors not on the initial bid. Instant Replay personnel felt they could
provide the necessary repairs and replacements to the current system and agreed to
submit an estimate for those items, aside from the original RFP.City of Culver City, California
City Council Agenda Item Report
Staff and Instant Replay personnel assessed what was needed to repair/replace
existing cameras and monitors not included in the original bid. Instant Replay added
four additional cameras, four monitors and hardware to the project with an added
cost of $9,968.33.
Many of the old cameras and monitors throughout the Police Station are in need of
replacement or repair. Improvement to the existing camera system was never fully
covered in the Police Station Construction Project (1997-1999). Most of these
cameras are well over ten years old and are no longer working properly. Some don’t
work at all and are in need of immediate replacement.
The total bid submitted from Instant Replay Communications, including the RFP, and
the additional improvements is $39,927.33. This adds four additional cameras, four
additional monitors and equipment beyond the original RFP. This bid is still
$1,624.02 cheaper than the second lowest bid, submitted by Advanced Electronics
in the original RFP bid process.
This more complete package represents a substantial savings to the city in that it will
replace the entire system, rather than a partial addition to an antiquated existing
system as originally expected with the RFP.
FISCAL ANALYSIS:
Funding for this project is to be provided by the State Homeland Security Grant
which will reimburse the city as receipts are submitted. The Police Department will
be using $39,927.33 of the $52,513.60 in grant monies, for this project.
2004 State Homeland Security Grant Program Award.
Initial Grant Funds Provided to the Police Department $53,513,60
Project: Blast Resistant Windows ( Council Agenda 10/24/05) $ 8,135.33
Project: Video Surveillance System (Council Agenda 10/24/05) $ 39,927.33
Total Cost $ 48,062.66
Unused Grant Funds $ 5,450.94
(Staff will be asking to use an additional $8,135.33 from this grant on a second
agenda item, also scheduled for the 10/24/05, City Council Meeting).
Staff is looking at using this remaining balance of $5,450.94 to provide a ballistic
window for the public service desk, used at the Records Section entrance. City of Culver City, California
City Council Agenda Item Report
All video surveillance components will be protected under individual manufacturer
warranties, ranging from 12 to 36 months, depending on the product and
manufacturer.
Increased electrical usage costs are expected to be minimal.
ATTACHMENTS:
1) April 12, 2005 Request for Proposal for Security Cameras.
2) Instant Replay Communications proposals.
3) Council Agenda and Minutes for October 25, 2004 City Council Meeting.
MOTION:
1. Authorize entering into a Professional Service Agreement with Instant Replay
Communications to provide a video surveillance system for the police station at a
cost of $39.927.33.
2. Authorize the Chief Administrative Officer to increase the agreement by an
amount not to exceed $2,000.00, if necessary, due to any cost increases or
necessary changes in the installation. Additional funds, if needed, will come from
the balance of State Homeland Security Grant funds, not yet used.
3. Direct the City Attorney to prepare the appropriate agreement.
4. Authorize the Chief Administrative Officer or his representative to execute the
agreement on behalf of the City.
A1/11(-------
NOTICE INVITING BIDS
_
Bid Number 1297
Notice is hereby given that sealed bids will be received by the City of Culver City
California, for furnishing the following
PROVIDE LABOR AND MATERIALS TO INSTALL SECURITY CAMERAS
in strict accordance with the Specifications on file in the office of the CITY
PURCHASING OFFICER, 4343 Duquesne Avenue, Culver City, California,
90232 Copies of specifications and bid documents may be obtained from the
PURCHASING OFFICE at that address, telephone number (310) 253-6550
Original and two copies of the bid must be filed with the CITY CLERK in CITY
HALL, 9770 Culver Boulevard, Culver City, California, 90232, not later than 3 00
p m on April 12, 2005, at which time they will be publicly opened in the Council
Chambers on the first floor of City Hall Facsimile bids will not be accepted Any
bidder may withdraw his bid, without obligation, at any time prior to the scheduled
closing time for receipt of bids A withdrawal will not be effective unless made
personally or by telephonic notification received prior to the close of bids Bids
may later be referred to the City Council for appropriate action The City
reserves the right to reject any or all bids as the best interests of the City may
dictate
By
/( Ela Vall dares, Deputy City Clerk
'-4.1
Published in The Culver City News on March 10, 2005
01116iNAL.
i3 IDGeneral Instructions
SECTION I
Each bid shall include the following components
SECTION I GENERAL INSTRUCTIONS / BID FORM
SECTION II TECHNICAL SPECIFICATIONS
SECTION III NON-COLLUSION AFFIDAVIT
The attached City forms shall be submitted as part of the bid Each vendor may submit
additional data in support of its bid However, failure to include any one or more of the
foregoing components will render the bid incomplete and the City reserves the right to
reject such bids
BID SUBMITTAL
A complete submittal will consist of the original and two copies of the bid documents
All submittals must be clearly marked with the bid number, received, and time-stamped
by the City Clerk at the address provided below no later than 3 00 p m on April 12,
2005 to
City Clerk
City of Culver City
9770 Culver Blvd
Culver City, California, 90232
Bids may be hand-delivered to the City Clerk prior to the scheduled proposal opening
time Late bids will not be accepted
For Further Information Contact
Lt Dean Wi!lams, 310/ 253-6105
Margarita Lee, Purchasing Officer at 310/253-6552
Extension of Contract to Other Public Agencies
Indicate below if the prices, terms and conditions of this bid may be extended to other
public agencies for the stated time period after bid award by lead agency All
requirements of the specifications, purchase orders, invoices, and payments with other
agencies shall be handled directly by the additional agency(ies) and the Contractor
Culver City shall be notified immediately of any agency(ies) added to the contract
YesN No Expires otiresum.n!..
BID FORM
ne undersigned, declares that the published notice inviting bids and this proposal have
been read and understood and proposes and agrees to furnish and deliver to the City of
Culver City the items listed below in accordance with the specifications herein and that
the following prices will be accepted as payment in full therefor, as follows
PROVIDE LABOR AND MATERIALS TO INSTALL SECURITY CAMERAS
Existing Cameras and Monitors
1 Exterior Pan Tilt Zoom Camera on front of building will remain
1 Exterior Pan Tilt Zoom Camera view entry gate will Loma
1 Stationary Camera in main lobby will be moved to Rceperty lobby
- 2 Jail Cameras will remain
1 Dome Camera outside Traffic will be replaced
4 Existing Monitors (Deck Officer, 2 in Dispatch and 1 in Jail) will remain
New Cameras
4 Pan Tilt Zoom Cameras located at
Front of building North West corner
Side of building North East Corner
Rear Exit Gate
- Reserve Parking Lot Locker Room
1 New flatt-T-fit-Eoom in Main Lobby
1 Fixed Dome Camera outside Traffic Officer Viewing Hal'
Support Equipment
1 Digital Recorder_
2 Power Supply
4 Exterior Wall Mounts
4 Pole Adaptors
1-Mtifttplexer46-Glaannet
1 Vecleo Distributor
All Labor and material
ALTERNATE PROPOSALS
Bidder should submit alternate proposals in writing as an attachment to this
documentNote to Bidders
1) There will be a recommended Job Walk on April 5, 2005 at 9 00 am at the City of
Culver City Police Building located at 4040 Duquesne Avenue, Culver City,
California, 90232 Contact Lt Dean Williams at 310/ 253-6105
2)
A City of Culver City Business License is required if awarded the bid Please call
310/253-5870 for further information
3)
Awardee will be required to provide and maintain proof of insurance in the amount
of $1,000,000 as follows
A) Comprehensive General Liability
B) Comprehensive Auto Liability
C) Workers Compensation Liability
Insurance must list the City of Culver City as additional insured
Pricing
Prices quoted include all labor, materials, tax and applicable insurance Bid price must remain
in effect for 90 days from bid opening date All items quoted F 0 B Culver City California
unless otherwise specified Equipment supplied shall be new and of current year's production
unless otherwise specifically indicated All equipment shall be in compliance with all
governmental regulations and safety codes
TOTAL COST OF JOB (including all labor, materials and applicable sales tax)
$ I c/, (:, b 0 cyo
WARRANTY 1
COMPLETE INSTALLATION WITHIN it+ DAYScl"-(t. .1t— V A CC--E4T p c; - . b V-0 a--
PAYMENT TERMS 4,12aD-,0-- -0
*Bidder to enter payment discount terms, otherwise net 30 days will apply Any discount less
than 20 days may not be considered in bid awarding
Federal Excise Tax
The City is exempt from Federal Excise TaxBy signature hereto I acknowledge that the items to be furnished will comply fully with the attached
specifications except where specifically noted
I understand that the City shall evaluate proposals in accordance with its Municipal Code and that the City
reserves the right to reject any and all proposals and to waive minor irregularities
Dated This -P4112,1 day of le), Year (,)
Signature Typewritten/printed Name
L 0 Q cyn-N
Title Name of the Firm STT to ixt.-0,C IN-ri ON
Business Address I LI-MC .4\ {)\/
()Q-A pa._ Rey a_q4
City State Zip Code c
Telephone Number) !\)' S'71 c,'
L.) Fax Number -"S I k-) • SiM X 0
E-Mail Address
L 1_ C. -- VN1 p, c_civ c fy)This
SECTION III
Non-Collusion Affidavit To Be Executed By Each Awardee of a Bid
STATE OF CALIFORNIA
COUNTY OF 4---)
1k
664 )
C rLE-An -Ph being
first duly sworn deposes and says that he is
(sole owner, partner president secretary etc )
of IV Look-ivt,‘ C.4 ,1(bms Co
the party making the foregoing proposal that such proposal is not made in the interest of or on
behalf of any undisclosed person partnership company association organization or corporation
that such proposer has not directly or indirectly colluded conspired connived or agreed with any
proposer or anyone else to put in a sham proposal or that anyone shall refrain from proposing
that said proposer has not in any manner directly or indirectly sought by agreement
communication or conference with anyone to fix the proposal price of said proposer or of any
other proposer or to secure an advantage against the public body awarding the contract or
anyone interested in the proposed contract that all statements contained in such proposal are
true and further, that said proposer has not directly or indirectly submitted his proposal price or
any breakdown thereof or the contents thereof, or divulged information or data relative hereto or
paid and will not pay any fee in connection there with to any corporation partnership company
association organization, proposal depository or to any member or agent thereof or to any other
individual except to such person or persons as have a partnership or other financial interest with
said proposer in his general business
Signed
Subscribed and sworn before me
147,,1,t_ Ds! or
Day of hiatY1-6-- „ZOOS--
(Notary Seal)
dit--j"rA
Notary Public
• ELENA JACOB
NOTARY PUBLIC4ALIFORMA
COMM #1448080
Str al
LOS ANGELES COUNTY
My Comm Expires OCTOBER 28 2007
0-enen••••••/•••••••n•••••/n."40-'40"%eaINSTANT REPLAY
PO Box 11476
13321 Beach Avenue
COMMUNICATIONS COMPANY
Culver City Police Department
City Clerk
9770 Culver Blvd,
Culver City, Ca 90232
Manna del Rey, CA 90295-7476
(800) 266-2288 In AX (110) 577-6508
Date 4/12/05
By Loren Coleman
Scope of Work|109| Provide visual observation and recorded documentation of areas specified
on job walk for the Police Department|109| The ability to view cameras on Police Department's local area network by
using a digital video recorder
Note Regarding Wireless Video
Our past experience has shown that wireless video with remote control of
pan/tilt/zoom can lead to frustrating results This frustration is
compounded in a Police Department environment that is a "hot bed" for
interference problems Therefore we are proposing a totally hard wired
system
We design systems with the following features
Quality and reliable equipment from proven manufacturers
Easy to use and maintain
Expandable to meet user needs
100% customer service including loaner equipment
Custom design and engineering, installation, training, and documentation
1INSTANT REPLAY
PO Box 11476
13321 Beach Avenue
COMMUNICATIONS COMPANY
Manna del Rey ( A 90295-7476
(800) 266-2288 F kh (310) 577-6508
A) Company Background
Instant Replay Communications Company is one of the first Video Security
Companies established over 30 years ago We have focused on CCTV needs of
our customers ever since
We have designed and installed systems at large retail and mixed use projects,
including Ontario Mills, The Block at Orange, and Century Plaza Towers We
currently service over 2,000 customers throughout Southern California
We are fully licensed, bonded and insured and can offer the necessary
qualifications and assurances to our demanding clientele We have the
experience and ability to cater to a wide range of unique projects and situations
Consequently, we are at the fore-front of new technologies and applications
The resources that we have available to undertake these projects are substantial
Many of our installation and service personnel have been working with us for
over 15 years, and some have over 20 years experience on the job They
provide us and our clients with unique and strong capabilities Our project
managers are well trained in supervision and coordination skills
2INSTANT REPLAY
PO Box 11476
13321 Beach Avenue
COMMUNICATIONS COMPANY
Manna del Rey GA 90295-7476
(800) 266-2288 FAX (310) 577-6508
B) Equipment
Among the product lines we carry are Sony, Sanyo JVC, Pelco Robot and
Panasonic We are master distributors for these products In addition, we have
been trained and certified to install and service all these product lines
In fact, the equipment in the following proposal represents the latest technology
with optimum quality, reliability and ease of use
The cameras are super high resolution color cameras for optimum quality
The recording system is the latest multiplex recording technology
C) Reference Material
Complete technical support material is provided as part of our system There is
no additional charge This includes submittals and system documentation
D) Field Service
Field service is one of our important services Service Contract customers can
request service via our toll free 800 number, 24 hour pager, or email
We handle all of our service in-house and have field and shop technicians
available
Emergency service is within 24 hours
3INSTANT REPLAY
PO Box 11476
13321 Beach Avenue
COMMUNICATIONS COMPANY Manna del Rey ( A 90295-7476
(800) 266-2288 FAX (310) 577-6508
Digital Hard Drive Recorder
The digital unit receives the camera video signals and stores the images on hard
drive unit As soon as the hard drive reaches capacity the previously recorded
information is over-written (first in - first out)
The advantages of this true digital recording is that information stored can be
a) Superior picture quality - much shaper than analog type
b) Easily accessed as to event occurrences
c)
Recordings can be viewed without interfering with current recordings
d)
In the recording special features are custom settings This would provide
custom programming for each camera Also the amount of archiving,
picture quality and frame rate are still to be determined
e)
Network interface is possible with IP address to be provided by
client's IT department
f) For remote viewing client to provide
Configure LAN and all Ethernet pathways
Compatible PC and browser software
Provide fixed IP address
Provide DSL lines
4INSTANT REPLAY
PO Box 11476
13321 Beach Avenut.
COMMUNICATIONS COMPANY
Marina del Rey CA 90295-7476
Camera Locations
(800) 266-2288 rA.x (310) 577-6508
Camera #1 PTZ Camera View Front of Facility
- We feel that we can mount a pan/tilt/zoom across the street on a
pole (similar to previous installation) If not we will mount to the
PD Building to get the best picture possible
Camera #2 View rear of facility including corridors and a door the the PD
- We will mount the pan/tilt/zoom camera on the PD building to
view two corridors and rear of facility An additional fixed camera
will be mounted to the wall adjacent to the evidence door to view
the door (see camera #5)
A second option would be to trench between the two buildings
Camera #3 View the Street by the East Gate into parking lot
- We will mount a pan/tilt/zoom camera on a pole near the gate to
view this area
Camera #4 View South parking area that is South of the PD Building
- We will mount pan/tilt/zoom camera on the exercise building by
the dog kennel
Camera #5 View "Evidence Door"
- We will mount a fixed camera adjacent to the door to view this
area
Camera #6 View records lobby area
- We will mount a fixed dome camera to view this area
Camera #7 Hall outside Traffic Officer
- We will mount a fixed camera with wide angle lens to view two
hallways
5INSTANT REPLAY
PO Box 11476
13321 Beach Avenue
COMMUNICATIONS COMPANY Manna del Rey, CA 90295-7476
(800) 266-2288 FAX (310) 577-6508
Equipment List |109| 1/3" color camera, Computar YCO2-C with vanfocal auto ins lenses|109| Minidome with 2 5mm lens, Computar ZCD6026NA|109| C Lite Spectra PTZ dome, Pelco SD53TCPGE-1|109| Day/Night PTZ Spectra dome, Pelco SD53CBWPGE1|109| Spectra wall mount, PeIco IWM-GY|109| Spectra power supply, PeIco WCS1-4|109| Pole for pan/tilt/zoom camera|109| Pole adapter, Pelco PA402|109| Corner mount adaptor, Pelco CM100|109| Camera housing, Pelco Eh3512|109| Housing mount, EM1450|109| Camera mount, APW CCWM-6|109| Corner parapet mount, Pelco PP351|109| 16 channel 80 GB digital recorder, Sanyo DSR3016H80
Lot WPW # 815 video coaxial cable
Lot WPW # 224 power cable
Lot Labor to install and adjust to factory specifications
6INSTANT REPLAY
PO Box 11476
13321 Bea(-11 Avenue
COMMUNICATIONS COMPANY
Manna del Rey CA 90295-7476
(800) 266-2288 FkX (310) 577-6508
PRICING AND TERMS
Total Price to include materials, tax, labor, system
documentation & training, one year parts and labor warranty
Total Purchase Price $ 19,644 10
Payment Terms 2% 20 Net 30
Lease/Purchase Option
Lease Payment 36 months
$1 buyout
48 months 60 months
First and last payments due in advance Payments shown are
approximate and are based on approved credit
Notes
A/C power as needed to be provided by customer
7INSTANT REPLAY
1)0 Box 11476
13321 Beach Avenue
COMMUNICATIONS COMPANY Manna del Rey CA 90295-7476
(800) 266-2288 F 11){ (310) 577-6508
SERVICE AND MAINTENANCE CONTRACT
YOU may call for repair or maintenance service during our normal
working hours (7 30am — 4 30pm) There will be no hourly charges Parts
and other materials needed to service your equipment are provided
without additional charge
NOT included as normal wear is coverage for repairs made necessary
due to negligence, misuse, external forces, loss of electrical power, power
fluctuation, non INSTANT REPLAY service or the use of supplies not
meeting our specifications Equipment deemed unrepairable and or
without parts available by the manufacturer is not covered under this
contract
We will continue the contract in force until you or we provide the other
with 30 days written notice of cancellation If cancelled by you we are
not obligated to issue a credit or refund
YOUR signature is our assurance that you have the authority to enter into
this contract Our acceptance is signified when our authorized invoice is
used
TERMS AND CONDITIONS
EFFECTIVE Upon Receipt of First payment or Purchase Order
LENGTH OF CONTRACT 12 Months
TERMS [ ] Yearly 10% Pre Payment Discount Applies
Billing options are available on a monthly, quarterly, semi annually or
yearly basis
RATE Per Month $ 160 00
DESCRIPTION OF EQUIPMENT See attached
APPROVED BY
INSTANT REPLAY COMMUNICATIONS CO
ACCEPTED BY Company Name PO#
8INSTANT REPLAY
PO Box 11476
13321 Belch k venue
COMMUNICATIONS COMPANY
M111111 dcl Rey ( k 90295-7476
( quO) 2(6-22g8 r n \ ( 110) ;77-1;SM
To Marc Young
Culver City Police Department
T 310-253-6256
Email marc young ©culvercity org
From Loren Coleman
Instant Replay Communications Co
T 310-577-6500x 110
Email Icoleman@instantcctv corn
Subject CCTV Bid # 1297
Date July 12, 2005
The purpose of this letter is to clarify our bid/proposal We are providing the most cost effective
system to meet your needs based on the bid form and the job walk
Item #1
A pan/tilt/zoom camera to view the front of the facility We will install this camera one of two
ways as stated in our proposal (see camera location #1), regardless of which way we do it there is
no additional charge
Item #2
Surveillance of the rear of the facility which is camera #2 on our proposal Whether we mount
the pan/tilt/zoom on the PD building with a fixed camera to view the door or we trench and put
the camera on the secondary building, there is no additional charge
Note
We choose to avoid wireless transmission of these two cameras because we can not guarantee
that the video signal going in one direction and the control signal going in the other direction will
be stable and operational By providing hard wired cameras the system will provide much more
reliable operation
gpliglini 10 Mill., filDINSTANT REPLAY
PO Box 11476
13321 Begeh Avenue
COMMUNICATIONS COMPANY M trmi del [(LT, ( k 90295-7476
NO 266-22R8 r 1K (lI)) ;77_6;(%
Item #3
The last paragraph of the last page of the bid form states " contract term and extension term"
We were not sure what contract the bid was referring to We usually expect to see the terms
maintenance contract, service contract or extended warranty
We included a (1) year warranty as noted, the cost for the 2nd and 3rd year would be $ 150 00
per month, with a 10% discount if pre-payed on a yearly basis
Item #4
Your switching and control system are operational based on what we saw in the Watch
Commander's office dunng the job walk
If you wish to upgrade the matrix switching and joystick control keypad the additional charge for
the matnx switcher (48 inputs, 8 outputs) and three keypad/controllers would be $ 6,715 00
installed (not including tax)
The total pnce of our bid including the extended service and additional optional equipment
is $ 29 959 00INSTANT REPLAY
PO Box 11476
13321 Beach Avenue
COMMUNICATIONS COMPANY
Marina del Rey CA 90295-7476
(800) 266-2288 FAX (310) 577-6508
Culver City Police Department
Lieutenant Craig Bloor
Support Services
4040 Duquesne Ave
Culver City, Ca 90232
Phone (310) 253-6105
Fax (310) 253-6240
Date 8/15/05
Proposal 081505LC
By Loren Coleman
Kirk Gaudi
Scope of Work
Provide the following as part of a service (maintenance) agreement
The purpose of this service is to repair or replace existing equipment that
is not part of bid #1297 or the addendum letter to Marc Young dated July
12, 2005
We have determined that the following equipment cannot be repaired and
needs to be replaced|1010|PMetIP /REPLA C --6 CnHE)24 /E-atp,4 dioINSTANT REPLAY
PO Box 11476
13321 Beach Avenue
COMMUNICATIONS COMPANY
Manna del Rey CA 90295-7476
(800) 266-2288 FAX (310) 577-6508
Equipment List|109| 1/4" Minidome VAI camera, Computar ZCD6026EA|109| 1/3" Color Digital 520 line color camera, Sanyo VCC-6584|109| Camera housing, PeIco EH3512|109| Housing mount, EM 1450|109| Color Quad, Robot MV77
•|109| 14" Flat screen monitor|109| 19" Flat screen monitor|109| Venice Iron 4x4 16' Steel Pole for camera
Lot WPW # 815 video coaxial cable
Lot WPW # 224 power cable
Lot Labor to install and adjust to factory specifications
2INSTANT REPLAY
PO Box 11476
13321 Beach Avenue
COMMUNICATIONS COMPANY
Marina del Rey CA 90295-7476
(800) 266-2288 FAX (310) 577-6508
PRICING AND TERMS
Total Price to include materials, tax, labor, system
documentation & training, one year parts and labor warranty
Total Purchase Price $ 9,968 33
Payment Terms 2% 20 Net 30
Lease/Purchase Option
Lease Payment 36 months
$1 buyout
48 months 60 months
First and last payments due in advance Payments shown are
approximate and are based on approved credit
Notes
NC power as needed to be provided by customer
3INSTANT REPLAY
PO Box 11476
13321 Beach Avenue
COMMUNICATIONS COMPANY Manna del Rey CA 90295-7476
(800) 266-2288 FAX (310) 577-6508
SERVICE AND MAINTENANCE CONTRACT
YOU may call for repair or maintenance service during our normal
working hours (7 30am — 4 30pm) There will be no hourly charges Parts
and other materials needed to service your equipment are provided
without additional charge
NOT included as normal wear is coverage for repairs made necessary
due to negligence misuse, external forces, loss of electrical power power
fluctuation, non INSTANT REPLAY service or the use of supplies not
meeting our specifications Equipment deemed unrepairable and or
without parts available by the manufacturer is not covered under this
contract
We will continue the contract in force until you or we provide the other
with 30 days written notice of cancellation If cancelled by you, we are
not obligated to issue a credit or refund
YOUR signature is our assurance that you have the authority to enter into
this contract Our acceptance is signified when our authorized invoice is
used
TERMS AND CONDITIONS
EFFECTIVE Upon Receipt of First payment or Purchase Order
LENGTH OF CONTRACT 12 Months
TERMS [ ] Yearly 10% Pre Payment Discount Applies
Billing options are available on a monthly, quarterly, semi annually or
yearly basis
RATE Per Month $ 160 00
DESCRIPTION OF EQUIPMENT See attached
APPROVED BY
INSTANT REPLAY COMMUNICATIONS CO
ACCEPTED BY
Company Name PO#
4CITY OF CULVER CITY
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Meeting Date 10/25/04 Item Number I 5
AGENDA ITEM Consideration to Authorize the Appropriation and Transfer of $88 330 20 in Grant|1010|s Funds for Police and Fire Department Equipment
Contact Person David White Phone Number (310) 253 6805
Fiscal Impact Yes [X] No [] General Fund Yes [X] No []
Public Hearing []|10 10|Action Item [X] Attachments
Public Notification
Master Notification List 10/20/04
Department Approval Jeff Eastman 10/14/04 GAO Approval
Jerry Fulwood 10/19/04
City Controller Approval
Eric Shapiro 10/19/04
RECOMMENDATION
That the City Council authorize the appropriation of $88 330 20 in grant funds awarded by the 2004 State
Homeland Security Grant Program for equipment and security upgrade for the Culver City Police and Fire
Departments
BACKGROUND/DISCUSSION
The City of Culver City has been awarded grant funding from the 2004 State Homeland Security Grant
Program as part of a federal effort to assist local agencies in obtaining equipment needed to effectively
respond to a terrorist incident These grants will provide a variety of equipment and security upgrades for
both the Culver City Police and Fire Departments
2004 State Homeland Security Grant Program Award
Award Items Total Cost
Security Enhancements for City Hall and Police Station $53 513 60
Binoculars — for FD apparatus
$2 392 33
Rescue lift bags — for Fire Department $12 739 27
Breathing Apparatus Radio Interface System $19 685 00
Total Amount
$88 330 20
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FISCAL ANALYSIS
There is no requirement for matching funds The grants provide for all costs in acquiring the approved
equipment including the cost of tax and shipping
ATTACHMENTS
None
MOTION
That the City Council
1 Authorize the Appropriation and Transfer of $88,330 20 for the 2004 State Homeland Secunty Grant
Program
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October 25, 2004
Item I
Action Items
MOVED BY COUNCILMEMBER GROSS, SECONDED BY COUNCILMEMBER SILBIGER AND
UNANIMOUSLY CARRIED, THAT THE CITY COUNCIL APPROVE ACTION ITEM
NUMBERS I 4, I 5, I 7, I 8, I 9, I 11, AND I 12
[Action Item Numbers I 1, I 2, I 3, I 6, I 10, and I 13 were pulled
for further discussion and voted on separately ]
o0o
Item I 4
Consideration of a Resolution to Approve the Application for the
Youth Soccer and Recreation Development Program Grant, 2002 Resources
Bond Act, for Bill Botts Field Lighting Project
THAT THE CITY COUNCIL
APPROVE RESOLUTION NO 2004-R073 TO APPLY FOR YOUTH SOCCER AND
RECREATION DEVELOPMENT GRANT FUNDS FOR THE BILL BOTTS FIELD LIGHTING
PROJECT AND AUTHORIZE THE CHIEF ADMINISTRATIVE OFFICER TO SIGN ALL
RELATED DOCUMENTS
o0o
Item I 5
Consideration to Authorize the Appropriation and Transfer of
$88,330 20 in Grant Funds for Police and Fire Department Equipment
THAT THE CITY COUNCIL
AUTHORIZE THE APPROPRIATION AND TRANSFER OF $88,330 20 FOR THE 2004
STATE HOMELAND SECURITY GRANT PROGRAM
o0o
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Item F 1
Public Hearing
PUblic Hearing of the City of Culver City Regarding the Proposed Use
of Available Funds to Improve Public Safety as a Result of the
Federal "Local Law Enforcement Block Grant Program" (LLEBG)
MOVED BY COUNCILMEMBER VERA, SECONDED BY COUNCILMEMBER GROSS AND
UNANIMOUSLY CARRIED, THAT THE CITY COUNCIL RECEIVE AND FILE THE
AFFIDAVIT OF PUBLICATION AND POSTING OF NOTICE OF PUBLIC HEARING
Mayor Corlin called for a staff report
Police Lieutenant Ed Baughn gave staff report
Mayor Corlin declared the public hearing opened and invited public
participation
There was no response
MOVED BY COUNCILMEMBER GROSS, SECONDED BY COUNCILMEMBER ROSE AND
UNANIMOUSLY CARRIED, THAT THE CITY COUNCIL CLOSE THE PUBLIC HEARING
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