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CC - Approval of a Five-Year Professional Services Agreement with CelPlan Technologies, Inc. for the Installation, Upgrade, Maintenance and Design of the Security Camera Replacement Project in the Transportation and Police Department Facilities in an Amount Not-to-Exceed $767,911.
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Meeting Date: December 13, 2021
Contact Person/Dept: Hoa Diep/ Information Technology-Public Safety
Phone Number: (310) 253-6266
Fiscal Impact: Yes [x] No [] General Fund: Yes [x] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (12/09/2021)
Department Approval: Michele Williams, Chief Information Officer (12/02/2021)
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RECOMMENDATION
Staff recommends the City Council approve a five-year professional services agreement with CelPlan Technologies, Inc. for the installation, upgrade, maintenance and design of a security camera system in the Transportation Department and Police Department for an amount not-to-exceed $767,911. This amount includes a 15% contingency for unforeseen issues which may arise during the project.
BACKGROUND
On November 14th, 2011, the City Council approved installation of a security camera system in the Culver City Police Department Jail Facility. The system has become antiquated and failure prone, requiring staff to constantly repair issues that plague the security camera system. Additionally, the number of security cameras within the Police Department will need to be increased in order to provide adequate security to staff and assets alike. The additional security cameras will include interior and exterior locations of the Police Department.
The Culver City Transportation Facility is home to a state-of-the-art natural gas fuel facility and future vehicle electric charging station. The facility holds a fleet comprised of over 50 buses with over 150 employees. The facility also houses the City’s Central Stores Warehouse and serves as the maintenance facility for all City fleet vehicles. Given the size and nature of the facility, staff recommends that the Transportation Facility be equipped with a video surveillance system that can continue to safeguard the employees, infrastructure and equipment located at the facility. In a recent Facility Condition Assessment (FCA), it was determined that the current surveillance system had reached the end of its useful life. In addition, the current system lacks the storage capacity requirements established by the State of California.
Currently, both the Transportation Department and Police Department have separate video surveillance systems with different capabilities and scope of services. The Information Technology Department and Transportation Department issued a joint Request for Proposals (RFP) to solicit a vendor to upgrade the current security camera systems at the Transportation and Police Department facilities. Furthermore, a key requirement was that the vendor provide and design a scalable enterprise security camera system for expanded use within other City departments/facilities.
DISCUSSION:
On August 2021, the Information Technology Department (IT) solicited a Request for Proposal (RFP), #2203 to enhance and upgrade the current system at the Transportation and Police Department.
As a part of the proposal process, the Department held 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 was attended by 13 potential proposers. Staff provided a detailed analysis of the current system, expectations, and anticipated results including inter-connectivity and scalability requirements, and new locations for additional cameras. The Department received eight proposals and selected four proposals to be evaluated, as the other four proposals did not meet the minimum requirements. A rating system was developed to determine the most responsive proposals. The following criteria were used to evaluate the proposals: responsiveness, pricing, technical knowledge, solution approach, experience, implementation schedule, and customer references.
The four finalists identified were interviewed and assessed regarding their hardware recommendation, engagement approach, implementation schedule, proposed management, and cost of the project. Given the above evaluation, it is recommended the City Council approve a five-year professional services agreement with CelPlan Technologies, Inc.
CelPlan Technologies, Inc. was selected as the most well rounded and quality/qualified proposer and also provided the lowest cost solution when compared to the other four responsive proposals. Overall, CelPlan’s proposal ranked highest in the following areas:
1. Scope and expanded services and facilities
2. Pricing
3. Hardware and software solution quality
4. 5-year warranty on all equipment/parts
CelPlan Technologies, Inc. provided a comprehensive proposal with 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.
CelPlan Technologies, Inc. has over 25 years of experience designing, implementing, and supporting municipal enterprise camera systems. The company has provided excellent services to many municipalities and organizations, such as County of Ventura, County of Santa Clara, City of Pasadena, City of Los Angeles, Housing Authority of the City of Los Angeles, Long Beach Transit, and Virginia International Terminals.
If approved, staff plans to leverage the new security camera platform to expand the system to other City departments and facilities as the needs arise. Additional funds needed to implement the security camera program at other City facilities will be requested during the annual budget process.
FISCAL ANALYSIS
The City Council adopted budget for fiscal year 2021/2022 includes the combined funding of $767,911 for the Security Camera Replacement Project in the accounts 42080000.730100.PT012 ($500,000) and 20380000.732120.PB010 ($267,911).
ATTACHMENT(S)
None.
MOTION(S)
That the City Council:
1. Approve a five-year Professional Services Agreement with CelPlan Technologies, Inc. for the installation, upgrade, maintenance and design of the Security Camera Replacement Project located in the Transportation and Police Department Facilities for an amount not-to-exceed $767,911. This amount includes a 15% contingency factor for unforeseen issues which may arise during the project;
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.