CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
5/27/2025
1 SUBJECT:
Approval of Agreement with HFS Systems (a division of Howell Electric) for the purchase and upgrade to the existing security cameras, access controls to the Pacifica Police Department, and replacement of intercoms in the Police Department's holding facility.
RECOMMENDED ACTION:
Move to adopt a resolution approving the Agreement with HFS Systems (a division of Howell Electric) for the purchase and upgrade to the existing security cameras, access controls to the Pacifica Police Department, and replacement of intercoms in the Police Department’s holding facility in the amount of $130,232; and Authorize the City Manager or Designee to Execute all Documents Associated with the Project.
STAFF CONTACT:
Bill Glasgo, Police Captain
[email protected]
(650) 738-7314
BACKGROUND:
On March 24, 2025, City Council approved the mid- year budget review for fiscal year 2024-25 budget (resolution No. 26-2025). In this budget adjustment, staff recommended an adjustment in the Police Departments budget for the purchase and upgrade to the existing security cameras, access controls and replacement of intercoms in the Police Department’s holding facility. City Council approved this adjustment.
On November 20, 2024, the Board of State and Community Corrections (BSCC) conducted their 2023-2024 comprehensive inspection of the Pacifica Police Department’s temporary holding facility. This inspection was conducted pursuant to Penal Code Section 6031 to determine compliance with the Minimum Standards for Local Detention Facilities as outlined in Titles 15 and 24, California Code of Regulations. The inspection results determined that the Police Department was not in compliance with Title 24, Section 1231.2.22 regarding the inoperable audio monitoring systems inside the holding cells.
On January 10, 2025, the Pacifica Police Department submitted a Corrective Action Plan (CAP) to the BSCC addressing the non-compliance issue identified in the inspection. BSCC acknowledged receipt of the CAP and will be conducting a follow-up inspection to verify compliance in 60 days, which has already passed and we have been given an extension. If the Police Department’s audio monitoring systems do not come into compliance the BSCC can decertify our holding cells.
Additionally, staff determined the Police Department’s entire security camera system and access control system to the building was outdated and that the 20- year old system can no longer be serviced. Furthermore, the current camera configuration does not have 360- degree surveillance capability of the exterior of the building. This poses serious safety concerns Pacifica City Council 2
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because police personnel have been ambushed in their vehicles and coming to and from the police department. On February 22, 2025, a Hillsborough police officer was ambushed and shot at their police department. The suspect fled the scene and is still outstanding. There were no security cameras that capture the shooting of the police officer. The Hillsborough Police Department is less than 10 miles away from Pacifica.
DISCUSSION:
The request is aligned with the original City -wide plan to update security camera systems to most City buildings starting with the Civic Center. The scope of work will include the installation of security cameras, access control systems, and holding cell intercoms at the Police Department building. Not only will this be necessary to pass the BSCC follow up inspection, but will be critically important to enhance security, improve monitoring capabilities. This will achieve better safety, real-time surveillance, and more reliable incident documentation.
Factors Driving the Request for Change
Enhanced Safety: Improves protection for officers, staff, and visitors, minimizing the risk of unauthorized access or potential threats.
Upgraded Technology: Newer systems offer higher-quality video, better resolution, and advanced analytics (e.g., motion detection).
Real-time Monitoring: Allows for instant surveillance and response, which is critical for emergencies or suspicious activities.
Improved Incident Documentation: High-definition cameras and access logs provide clear, reliable evidence for investigations and legal proceedings.
Compliance with Regulations: Ensures the facility meets current legal requirements and best practices for security standards.
Remote Access: Modern systems enable remote monitoring, enhancing the ability to oversee security from anywhere.
Integration with Other Systems: Updated systems can integrate with alarms, emergency protocols, or building automation for more comprehensive security management.
Reduced Human Error: Automated systems reduce the chances of missed security breaches or surveillance gaps.
Deterrence of Criminal Activity: Visible, high-tech cameras and access control points deter unauthorized individuals from attempting to breach the facility.
Increased Operational Efficiency: Streamlined processes, such as electronic access control, can reduce manual security tasks and improve overall facility management.
Future-proofing: Investing in the latest technologies ensures long-term sustainability and reduces the need for frequent upgrades.
Impact of Change
Improved Security: Increased surveillance and controlled access lead to a safer environment for personnel, detainees, and visitors.
Faster Response Times: Real-time monitoring allows for quicker identification of security threats and more immediate action.
Better Incident Resolution: High-quality footage and accurate access logs aid in resolving disputes, identifying suspects, and providing evidence in investigations.
Operational Efficiency: Automation of security protocols can streamline facility operations and reduce human error, freeing up resources for other tasks.
Cost Savings Over Time: Reducing manual security checks and improving incident Pacifica City Council 3
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prevention can lead to long-term savings in damage control and personnel costs.
Public Trust: Enhanced security measures help build public confidence in the facility’s ability to protect staff and sensitive information.
Legal and Regulatory Compliance: Updated systems ensure the facility adheres to evolving security regulations and reduces liability risks.
Deterrence of Crime: Visible and sophisticated security systems may deter criminals from attempting to infiltrate or target the facility.
Scalability for Future Needs: Modern systems are often adaptable, allowing for easier upgrades and integration as future security requirements evolve.
Staff did not solicit a 3-bid process as this request is exempt under 7.1 of the City of Pacifica’s purchasing policy under the Protection of Public Welfare exemption.
Given the significant benefits that can come with the enhanced security and improved monitoring capabilities and the need to pass the BSCC follow up inspection, the City Manager and the Chief of Police are recommending approval of the agreement with HFS Systems.
ALTERNATIVE ACTION:
The City Council may choose not to approve this agreement. No alternatives at this time as a portion of this project is required by the state to become compliant with our audio/video capabilities inside our holding cells.
RELATION TO CITY COUNCIL STRATEGIC GOAL 2:
City Council Strategic Goal 2 - Improve and steward City infrastructure, streets, and facilities.
ENVIRONMENTAL REVIEW:
The approval of the agreement is not subject to review under the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21000, et seq. and the CEQA Guidelines (14 Cal. Code Regs. §§ 15000 et. seq.), including without limitation, Public Resources Code section 21065 and California Code of Regulations 15378 as this is not a “project” that may cause a direct, or reasonably foreseeable indirect, physical change in the environment.
FISCAL IMPACT:
To upgrade the Police Department Facilities security cameras, access control, and become compliant with the holding cell audio/video mandate this project would have a one-time cost of $130,232 with $30,000 to be covered by the Citizens' Option for Public Safety (COPS) Grant, and the remaining $101,000 by the General Fund.
There will be approximately $13,000 in on-going cost to the General Fund for yearly cloud storage (starting in year 2), for mobile credential and card management, and 10 -year camera warranty with an active license.
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Total cost for project $130,232
$30,000 covered by COPS Grant (Citizens Options for Public Safety) $100,232 remaining balance covered by General Fund
Project Breakdown
Security Camera & Access Control System Proposal $110,878 Holding Cell Intercom Proposal $19,354
TOTAL COST $130,232
ORIGINATED BY:
Police
ATTACHMENT LIST:
Attachment A: Security Camera and Access Control Proposal (PDF) Attachment B: Holding Cell Intercom Proposal (PDF)
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RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING AN
AGREEMENT WITH HFS SYSTEMS (A DIVISION OF HOWELL ELECTRIC) FOR THE
PURCHASE AND UPGRADE TO THE EXISTING SECURITY CAMERAS, ACCESS
CONTROLS TO THE PACIFICA POLICE DEPARTMENT, AND REPLACEMENT OF INTERCOMS IN THE POLICE DEPARTMENT’S HOLDING FACILITY IN THE AMOUNT OF $130,232; AND AUTHORIZE THE CITY MANAGER OR DESIGNEE TO EXECUTE ALL
DOCUMENTS ASSOCIATED WITH THE PROJECT
WHEREAS, the City of Pacifica recognizes the critical importance of maintaining and enhancing the safety and security of the Pacifica Police Department’s facilities and operations; and
WHEREAS, the current security camera system, access control system, and holding cell intercom are in need of upgrades to ensure continued reliable and secure operation in accordance with modern standard; and
WHEREAS, the Police Department has identified a comprehensive solution that addresses these security needs through the purchase and upgrade of the aforementioned systems; and
WHEREAS, the total cost for the procurement and installation of the upgraded systems is $130,232, as proposed in the attached documentation; and WHEREAS, the City Council approved the FY 2024-25 mid-year budget to include sufficient funding in the Police Department budget to fund the costs of this purchase.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica that an agreement with HFS Systems (a division of Howell Electric) for the purchase and upgrade to the existing security cameras, access controls to the Pacifica Police Department and replacement of the intercoms in the Pacifica Police Department’s holding facility is hereby approved.
BE IT FURTHER RESOLVED, that the City Manager or his designee is authorized to execute the agreement and all documents necessary to effectuate the intent of this resolution. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 27th day of May, 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Beckmeyer, Mayor
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ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney