Agenda #: 5.9
Meeting Date: June 20, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: PROFESSIONAL SERVICES AGREEMENT WITH WESTERN AUDIO
VISUAL & SECURITY FOR CONFIGURATION AND INSTALLATION
SERVICES, SECURITY CAMERAS, AND RELATED EQUIPMENT FOR
A NEW VERKADA SECURITY CAMERA SYSTEM AT THE DIAMOND
BAR CENTER.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
Approve, and authorize the City Manager to sign, a Professional Services Agreement with Western Audio Visual & Security for configuration and installation services, security cameras, and related equipment for a new Verkada security camera system at the Diamond Bar Center.
FINANCIAL IMPACT:
The total not-to-exceed amount set forth in the Professional Services Agreement for configuration and installation services, security cameras, and related equipment is $80,228.35. Sufficient funds for such services are included in the FY 2022/23 budget within the Equipment Maintenance & Replacement Fund (503). The cost of Annual Maintenance for Year 2 and beyond will be requested as part of the annual operating budget process beginning with FY 2024/25.
DISCUSSION:
The City of Diamond Bar ("City") currently has 42 surveillance cameras at the Diamond Bar Center. The cameras at the Diamond Bar Center are connected to a dual Cisco Video Surveillance Operations Manager (VSOM) located at City Hall. The existing system was originally installed in 2013. The existing surveillance cameras at the Diamond Bar Center have been deemed “end of life” by Cisco and need to be replaced.
The City invited proposals from qualified firms to provide a new Verkada Security
Camera system and required equipment, POE switch, dedicated PC system controller, required licensing and related implementation services. Verkada leverages some of the best advancements in the security camera industry including easier system management, built in storage that eliminates the need for a DVR, AI-based video analytics, automated alerts, and enhanced license plate reading. Staff solicited bids based on the following requirements:
• Remove 42 existing end-of-life Cisco Cameras and replace them with new Verkada Cameras
• Install and mount 42 new Verkada security cameras and associated domes and assemblies.
• For internal cameras installed on hard lid it is requested that the vendor provide “Beauty Rings” or “Trim rings” to cover the difference in size between the existing cameras and the replacement cameras if the replacement cameras are smaller. • For external cameras installed on Pelco Parapet Mounts either a compatible camera housing must be provided by the vendor or the parapet mount must be replaced with a mount compatible with the vendor’s proposed housing and cameras.
• The Multi-Sensor Dome camera in the Parking lot will require two media converters a CAT6 to Fiber and a Fiber to CAT6 converter. A mountable weatherproof enclosure and approximately 700-1000 feet of Fiber optic cable. • Existing cabling can be used as a pull-through for new cabling on the multiSensor Dome camera in the Parking lot during installation. • Rental of a Boom lift is highly recommended as the City does not have any equipment that can reach the current pole-mounted installation location of the Parking Lot camera
• All cameras must be aimed and focused on their intended image. • All cameras must be updated to the latest firmware version • Configure the new cameras to operate at 30 frames per second, at the highest resolution possible from each camera, and to retain as much data as possible with a minimum of two weeks retention given the aforementioned parameters and available capacity.
• Configure a new Cisco 48 Port POE switch to facilitate communication between the cameras and the Verkada hosting system.
• Configure a dedicated system administration and Viewing computer station • Firmware for all units must be updated to the latest version. • Test and verify each camera to validate proper system configuration on the Network.
• Create documentation for all hardware and associated software listing out key data including equipment type, user names & passwords, equipment IP address, MAC address, Serial Numbers, and configuration data.
ANALYSIS:
Consistent with the purchasing ordinance, the City publicly solicited bids. A total of 32 prospective bidders registered to view the RFP, four vendors participated in a site walk and three vendors submitted a bid. The final cost proposal from each bidder is listed below:
Bidder Estimated Annual Cost for Service
Western Audio Visual & Security $80,228.35
X-Act Technology Solutions $80,276.63
C3 Tech $87,386.96
Upon review of all bid responses, staff has determined that Western Audio Visual is the most responsible bidder. The bid response from Western Audio Visual has been reviewed by staff for pricing and compliance, finding that the bid is competitively priced, and meets all requirements of the RFP and the City’s purchasing policy.
The City has utilized Western Audio Visual & Security services in the past and has been very satisfied with their performance.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Professional Services Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.9.a Agreement - Western Audio Visual