Placentia City Council
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DAVID RADOMSKI, SERGEANT
DATE: JANUARY 10, 2023
AGENDA REPORT
SUBJECT: CONSOLIDATION AND EXTENSION OF EXISTING REMOTE SURVEILLANCE
CAMERA SYSTEM WITH ADDITIONAL EQUIPMENT PURCHASE
FISCAL
IMPACT: EXPENSE: $ 28,979 TOTAL MAXIMUM PURCHASE PRICE (101523-6840) $ 68,340 RECURRING HOSTING AND MONITORING ( PER YEAR)
$ 23,400 CONTINGENCY/MAINTENANCE FUND (101523-6840)
BUDGETED: $120,719 (101523-6290)
SUMMARY:
Since 2017 multiple city departments (Police, Fire & Life Safety, Public Works, and Community Services) have purchased remote viewing capable surveillance cameras to protect City assets and reduce criminal behavior at various locations throughout the City. These cameras have been purchased using each department's discretionary funds and maintained at a per -site basis. While these systems have become vital in keeping our City infrastructure and community safe, the funding amounts and locations of the cameras has become increasingly difficult to manage and has created unnecessary billing and/or procurement obstacles.
As such, City management has requested Staff to consolidate all camera procurement and management under one Department and extend our existing agreement with Perimeter Protection and Surveillance Systems (PPSS) for a period of three (3) years beginning on 01/01/2023.
Additionally, two additional sites need a new remote surveillance system equipment:
1. Old City Hall — Fire and Life Safety Headquarters (New Equipment)
2. Old Town Santa Fe Area (Replace end -of -life equipment)
3. Pedestrian Bridge (Replace end -of -life equipment)
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the contract amendments authorizing increase in the total amount of $205,020 for the three (3) year term; and
1 ■es
Jan 10, 2023
City Council Agenda
January 10, 2023
2. Authorize the City Administrator to purchase new one-time equipment in the total amount of $28,979; and
3. Authorize a 10% contingency for all necessary upgrades, repairs, and change orders, not to exceed $23,400; and
4. Authorize the City Administrator or their designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific Strategic Plan Goal or Objective associated with this Council action, however it is related to Goal 5, Objective 5.6: Security improvements at all public facilities.
DISCUSSION:
Since 2017, the City has acquired approximately 40 remote cameras to protect City -owned infrastructure and buildings. Perimeter Protection and Surveillance Systems (PPSS) was chosen by Staff then and is still the only local provider of Check -Video products and the manufacturer authorized distributor for the equipment that is currently in use. These systems are currently in good working order and will require $117,000 in hosting and monitoring for continuing a new three (3) year term.
With the recent remodel of Old City Hall and the impending occupancy by Fire and Life Safety staff, there is a need to add additional cameras to the existing PPSS system located at Fire and Life Safety Department Station 1. The additional six (6) cameras will cover the perimeter of the remodeled office building to ensure increased building and employee safety. Monitoring will also be established for off -hours for unauthorized access/entry to the property. This system will require $26,820 in hosting and monitoring for the 3 -year term and a one-time equipment purchase of $7,494.
Legacy video surveillance systems used in the Old Town Santa Fe area and Pedestrian Bridge have also reached their end -of -life and need to be replaced. Coverage will include both the North and South tower, upper bridge walkway, stairwell landings, and both interior elevators (10 cameras total). Additionally, the outside Santa Fe dining area and surrounding egress areas will also be covered (5 cameras total). This system will require $61,200 in hosting and monitoring for the 3 -year term and a one-time equipment purchase of $13,290.
Finally, adding a 10% contingency will allow Staff to adapt to immediate needs of each department, while maintaining the system in good working order. This fund will cover repairs, upgrades, and temporary changes in monitoring level if the need arises.
City Council Agenda
January 10, 2023
FISCAL IMPACT:
It is anticipated that the amount needed to purchase the systems will not exceed the amount budgeted; these funds are included in the 101523-6840 for equipment purchases and 101523- 6290 for ongoing monitoring.
Prepared by:
David Radomski
Police Sergeant
Reviewed and approved:
Jennifer,'Larrmpman
Director of Finance
Reviewed and approved:
Rosahna Ramirez
Deputy City Administ
Reviewed and approved:
City Administrator
Attachments:
1. City of Placentia - City Shield - Old City Hall Camera Proposal
2. City of Placentia - City Shield - Pedestrian Bridge Proposal
3. 2023 Perimeter Protection and Surveillance Systems Contract
4. City of Placentia - COP - 1-1-23 Contract Addendum Existing Services
5. City of Placentia - COP - 1-1-23 Contract Addendum #1 - Old City Hall
6. City of Placentia - COP - 1-1-23 Contract Addendum #2 — Bridge
7. City of Placentia - COP - 1-1-23 Contract Addendum #3 - 100 Santa Fe Ave