City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 13, 2023 FROM: INNOVATION & TECHNOLOGY DEPARTMENT WARDS: ALL
SUBJECT: PURCHASE OF SERVER EQUIPMENT AND PROFESSIONAL SERVICES NECESSARY FOR SECURITY CAMERA UPGRADES AND VIDEO STORAGE IN THE AMOUNT OF $310,985.70, PLUS 15% CHANGE ORDER AUTHORITY FOR UNFORESEEN EXPENSES FOR A TOTAL AMOUNT OF $357,634 ISSUE:
Authorize the purchase of server equipment and professional services necessary for security camera upgrades and video storage in the amount of $310,985.70, plus 15% change order authority for a total amount of $357,634.
RECOMMENDATIONS:
That the City Council:
Authorize the purchase of server equipment from Dell, Inc., of Round Rock, Texas, under NASPO Cooperative Purchasing Agreement MNWNC-108, in the amount $294,105.70; Authorize the purchase of software upgrade services from Convergint Technologies, under the Sourcewell Cooperative Agreement 030421-CTL, in the amount of $16,880.00; Authorize a 15% change order authority for any unforeseen items that may be required; and Authorize the City Manager, or designee, to execute all documents pursuant to these purchases including making minor and non-substantive changes.
BACKGROUND:
On October 17, 2017, City Council approved the Innovation & Technology Department’s Measure Z Spending Plan: Phase 1, which included updates to the city’s internal Video Security Policy and plans to bring city security cameras into compliance with California Government Code Section 34090.6 which (among other things) requires a one-year video retention.
On December 17, 2019, City Council awarded an agreement to Vector Resources, Inc., of Rancho Cucamonga, California, for Request for Proposal (RFP) No. 1926.
After receiving the Board of Public Utilities approval on April 12, 2021, the City Council approved an additional appropriation for the implementation of this project June 8, 2021, for a total of $455,616.97. Measure Z funded $304,653.97 of the cost, with the remaining funded as follows:
Account
Amount
Electric Fund, Electric Citywide IT Projects, 6003000-424400 $ 82,129
Water Fund, Water Citywide IT Projects, 6213000-424400
$ 27,747
Airport Fund, Airport 2245000-425700
$ 1,245
Refuse Fund, Refuse 4130100-426800
$ 10,493
Sewer Fund, Sewer 4215000-424130
$ 20,989
Central Stores Fund, Central Stores 2315200-470834
$ 1,423
Central Garage Fund, Central Garage 2215000-425700
$ 6,937
Total $150,963
BOARD RECOMMENDATION:
This report was published on June 1, 2023, for the June 13, 2023, City Council meeting.
On June 12, 2023, the Board of Public Utilities will hear the item, to recommend approval of an expenditure of $310,985.70 plus up to an additional 15% for a total amount of $357,634 from the accounts below for the purchase of server equipment and professional services necessary for security camera upgrades and video storage.
Riverside Public Utilities, Water CIP System Automation, Technology Governance (Cyber) account, $178,817.
Riverside Public Utilities, Electric CIP System Automation, Technology Governance (Cyber) account, $178,817.
If the Board recommends the item be forwarded to City Council for consideration, the Board respectfully requests the City Council consider the item at the June 13, 2023 City Council meeting.
DISCUSSION:
The proposed purchase will replace old hardware and software that specifically support Riverside Public Utilities’ security camera system. These items have reached their end-of-life and are no longer supported by the manufacturer. City Staff will purchase the required hardware and any applicable ancillary products through Dell, Inc., and professional services through Convergint for the software upgrades. Both purchases will be made using cooperative agreement pricing in line with the City’s Purchasing Resolution No. 23914, Sections 602(f) and 702(f).
Purchasing Resolution No. 23914 Section 602 (f) states, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(f) When Cooperative Purchasing is available and undertaken or when Goods can be obtained through Federal, State and/or other public entity pricing contracts or price agreements”.
Section 702 (f) of Purchasing Resolution No. 23914 states, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(f) When Cooperative Purchasing is available and undertaken or when Services can be obtained through Federal, State and/or other public entity pricing contracts or price agreements”.
The purchase of the additional servers will allow storage of a years’ worth of citywide video required at specific Riverside Public Utilities locations. The professional services included in the project will assist with expediting the project, as staff is near capacity with other projects. Riverside Public Utilities manages many secure facilities with critical infrastructure or large staff workforces. This proposed solution allows Riverside Public Utilities to protect human and capital assets more effectively and proactively deliver more reliable services to ratepayers.
The Purchasing Manager concurs that the recommendations to authorize the purchases are in compliance with Purchasing Resolution 23914, Section 602(f) and 702(f).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Envision Riverside 2025 Strategic Priority No. 6 Infrastructure, Mobility & Connectivity and Goal No. 6.2 - maintain, protect and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
The item aligns with each of the five cross-cutting threads as follows:
Community Trust – The decision to upgrade this solution was made by conducting thorough research within the City’s procurement policies while keeping the City and its’ resident’s best interest at the forefront.
Equity – This solution supports Riverside Public Utilities infrastructure throughout the RPU service area, covering the service infrastructure that all rate payers rely upon.
Fiscal Responsibility – This purchase is being made utilizing a publicly bid contract via and a Best and Final Offer made by the vendor.
Innovation – RPU staff are able to utilize the system to perform central management and visibility for many critical assets. For example, the system is utilized for immediate visibility for certain outage events. In rare events, these could involve life and safety issues, such as determining if there is fire and smoke or other hazards.
Sustainability & Resiliency – This purchase is imperative to the success of the City’s public safety program.
FISCAL IMPACT:
The total fiscal impact of this action is $310,985.70 plus 15% change order authority (if required) for a total amount of $357,634. Sufficient funds are budgeted and available in the following accounts listed in the table below:
Fund
Project
Account
Amount
Electric
Operational Technology Governance Electric
6230200-470824
$178,817
Water
Operational Technology Governance Electric
6130200-470824
$178,817
Total
$357,634
Prepared by: George Khalil, Chief Innovation Officer
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/ Chief Financial Officer/City Treasurer
Approved by: Edward Enriquez, Interim Assistant City Manager/ Chief Financial Officer/City Treasurer
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Convergint Quote FE00531292P
Dell Quote 3000143030805.1
Dell Quote 3000143030806.1
RPU Camera Upgrades ● Page 2