STAFF REPORT
PUBLIC WORKS SERVICES DEPARTMENT
DATE: January 20, 2026
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Leonel Martin, Public Works Project Manager
SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
AMERICAN BUSINESS MACHINES TO INCLUDE THE ARCADIA POLICE
DEPARTMENT JAIL CAMERA SYSTEM AND UP GRADED MONITORING
STATION IN THE AMOUNT OF $101,276.29
CEQA: Not a Project
Recommendation: Approve
SUMMARY
On July 15, 2025 , the City Council authorized and directed the City Manager to execute a Professional Services Agreement (“PSA”) with American Business Machines for security alarm and fire suppression system installation, monitoring, and repair services, and security camera and access control upgrade and installation , in the amount of $883,916.77 with a 10% contingency. While completing a full inventory of cameras and equipment needed for the Arcadia Police Department, the Public Works Services Department (“PWSD”) identified that additional cameras are needed in the jail within the Police Department. It was also discovered that the Police Station’s security monitoring station must be upgraded as well. As a result of these findings , an amendment to the PSA , including a Change Order to the Purchase Order with American Business Machines, is necessary to upgrade the monitoring station and add 29 new cameras to the Arcadia Police Department Jail.
It is recommended that the City Council approve, authorize, and direct the City Manager to execute an amendment to the PSA with American Business Machines to include the Arcadia Police Department jail camera system and upgraded monitoring station, in the amount of $101,276.29.
Amendment to the Security System PSA
January 20, 2026
BACKGROUND
Over the past few years, many City facilities have experienced persistent challenges with their security and access control systems. These challenges include d inconsistent performance, outdated technology, and difficulty maintaining legacy systems that are no longer supported or efficient. As the reliability of these critical systems continued to decline, it bec ame apparent that a C itywide upgrade to the security and fire alarm system was necessary.
On July 15, 2025, the City Council approved a PSA with American Business Machines (“ABM”) in the amount of $883,916.77 with a 10% contingency, for security alarm and fire suppression system installation, monitoring, and repair services, and security camera and access control upgrade and installation. As part of this PSA, a new system that includes advanced access control solutions, upgraded fire protection systems, and state -of-the-art security monitoring tools, will be installed throughout City facilities. Notable features of the new security system include cloud- based management software, mobile app integration, and high -resolution 4K security cameras.
The PWSD has been working with ABM to complete fire suppression testing, with the next phase of the project consisting of ordering the cameras and equipment that will be installed throughout all City facilities. During an in-depth review of the Arcadia Police Department’s equipment, staff discovered that the current Police Department security monitoring station must be upgraded and an additional 29 cameras for the jail are needed.
DISCUSSION
An inventory of cameras and security systems needed for each facility was included in the request for proposals for this project. Originally, staff believed that the current cameras and monitoring station in the Police Department Jail would not need to be updated; however, the current cameras have been experiencing issues. The images from the current cameras are not clear , the record ings do not capture sounds appropriately, the software is not user-friendly, the camera wiring is antiquated, and additional cameras are needed to capture the entire space . Additionally, th e monitoring station for these cameras also requires an upgrade.
Amendment to the Security System PSA
January 20, 2026
As part of this contract amendment, 29 cameras will be installed at the Police Department and the security monitoring station will be upgraded. The cameras that will be installed provide longer storage capabilities and optimum sound and visual recording. In addition to the upgrade, the cameras will utilize a new user-friendly software that will make it easier for police personnel to quickly locate and extract footage of any events or incidents.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), a s it can be seen with certainty that it will have no impact on the environment.
FISCAL IMPACT
Funds in the amount of $3.0 million were budgeted in the Fiscal Year 2024-25 Capital Improvement Program for the s ecurity alarm and fire suppression system installation, monitoring, and repair services and security camera and access control upgrade and installation . On July 15, 2025 , the City Council approved a PSA with American Business Machines in the amount of $883,916.77 with a 10% contingency, for the s ecurity alarm and fire suppression system installation, monitoring, and repair services and security camera and access control upgrade and installation. The total cost to add 29 cameras for the Police Department and upgrade the monitoring station is $101,276.29. Sufficient funds are available in the Fiscal Year 2024-25 Capital Improvement Program for the amendment to the PSA and the Change Order to the Purchase Order for the security alarm and fire suppression system installation, monitoring, repair service s, and security camera and access control upgrade and installation project.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with American Business Machines to include the Arcadia Police Department jail camera system and upgraded monitoring station , in the amount of $101,276.29.
Amendment to the Security System PSA
January 20, 2026
Attachment: Proposed Amendment No. 1 to the Professional Services Agreement
AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT FOR
THE SECURITY ALARM AND FIRE SUPPRESSION SYSTEM INSTALLATION,
MONITORING, AND REPAIR SERVICES AND SECURITY CAMERA AND ACCESS
CONTROL UPGRADE AND INSTALLATION BY AND BETWEEN THE CITY OF
ARCADIA AND AMERICAN BUSINESS MACHINES
This Amendment No. 1 (“Amendment No. 1”) is hereby entered into this ____ day of ________________, 2026 by and between the City of Arcadia, a municipal corporation of the State of California, a nd American Business Machines , a California Corporation, with respect to that certain Professional Services Agreement between the parties dated October 14, 2025 ( “Agreement”) , and further amended by Amendment No. 1 dated ________________________.
The Parties agree as follows:
1. Pursuant to Section 2(b) of the Agreement “Compensation”, the Compensation is hereby amended to provide an additional compensation (increase) to the original Agreement due and payable to the Contractor in an amount not to exceed One Hundred One Thousand, Two Hundred Seventy -Six Thousand Dollars, and Twenty -Nine Cents ($101,276.29) , the compensation is amended as referenced in the attached Exhibit “B” – Schedule of Charges/Payments.
2. Pursuant to Section 1 of the Agreement “Services”, the Services are amended as referenced in the attached Exhibit “A” – Scope of Services.
3. All terms and provisions of the Agreement not amended by this Amendment No. 1 are hereby reaffirmed.
[SIGNATURES ON FOLLOWING PAGE]
In witness whereof the Parties have executed this Amendment No. 1 on the date set forth below.
CITY OF ARCADIA AMERICAN BUSINESS MACHINES
By: By:
Dominic Lazzaretto
City Manager Title:
Dated: Dated:
By:
ATTEST: Title:
Dated:
City Clerk
APPROVED AS TO FORM: CONCUR:
Michael J. Maurer Paul Cranmer
City Attorney Public Works Services Director
Exhibit “A”
Scope of Services
The Scope of Services for the Security Alarm and Fire Suppression System Installation, Monitoring, and Repair Services and Security Camera and Access Control Upgrade and Installation, are hereby amended to include the following:
*Attachment “A” is hereby incorporated herewith and included into Exhibit “A”.
Police Department Jail - 250 W. Huntington Dr., Arcadia, CA 91007
1. Scope of Work
A. Video Surveillance (CCTV)
Replace twenty-four (24) existing cameras
Install three (3) additional cameras to cover:
• Areas include all jail cells, common areas, interview rooms, visiting area and Officer area
• See site plan for reference
B. Monitoring Station (CCTV)
Replacement of a monitoring station for the police department • Location will be identified prior to installation
C. Video Surveillance (CCTV)
Three (3) additional interior cameras, that includes installation costs in case additional cameras are needed inside any facility Three (3) Outdoor vehicle recognition cameras including installation costs in case additional cameras are require for safety
J135 SALLY POST NO. 1
J134 SHOWER
J133 DETOX CELL NO. 2
J132 DETOX CELL NO. 1
J131 STAFF TOILET
J130 CENTRAL CONTROL
J129 INTERVIEW
J128 SECURE STORAGE
J127 INMATE VISIT
J126 VIS / ATTY VISIT
J125 VISITOR ENTRY
J124 SALLY POST NO. 2
J123 HALL
J122 FOOD PREP.
J121 PANTRY
J120 STORAGE / LAUNDRY
J119 MECH. ROOM
J118 ELECT. ROOM
J117 CELL NO. 13
J116 CELL NO. 12
J115 CELL NO. 11
J114 DAY ROOM NO. 2
J113 CELL NO. 10
J112 CELL NO. 9
J111 DORMITORY
J110 DAY ROOM NO. 1
J109 CELL NO. 8
J108 CELL NO. 7
J107 CELL NO. 6
J106 CELL NO. 5
J105 CELL NO. 4
J104 CELL NO. 3
J103 CELL NO. 2
J102 CELL NO. 1
J101 BOOKING AREA
ROOM NAMES
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Exhibit ”B”
Schedule of Charges/Payments
For the term of the Agreement dated October 14, 2025, the additional Compensation shall not to exceed the total amount listed below:
Security Alarm and Fire Suppression System - $101,276.29 Installation, Monitoring, and Repair Services and
Security Camera and Access Control Upgrade
and Installation
Total Additional Compensation - $101,276.29
The total compensation shall not exceed the total listed without written authorization in accordance with Section 2 (b) of the Agreement.