CITY COUNCIL ACTION REQUEST
Department(s):
Finance
CEQA:
Not a Project, File No. PP17-
003, Agreements/Contracts
(New or Amended) resulting
in no physical changes to the
environment
Coordination:
PW, CAO, CMO - Budget
Office
Dept. Approval:
/s/
Julia H. Cooper
Council District(s):
Citywide
CMO Approval:
9/20/22
SUBJECT: CITYWIDE OPEN PURCHASE ORDER WITH TRANSTECNET, INC., DBA
SHERLOCK SURVEILLANCE FOR SECURITY CAMERA EQUIPMENT
RECOMMENDATION:
Adopt a resolution authorizing the City Manager to:
(a) Increase the Citywide open purchase order with Transtecnet, Inc., dba Sherlock Surveillance, (San José, CA) for as-required repair, replacement, maintenance, and support of existing security camera equipment by $530,000 for a revised maximum compensation of $850,000 for the one-year initial term ending May 14, 2023, subject to the appropriation of funds;
(b) Negotiate and execute change orders and amendments with Transtecnet, Inc. as required for unanticipated changes in demand and requirements, subject to the appropriation of funds; and
(c) Exercise up to nine additional one-year options to extend the term of the open purchase order with the last option ending May 14, 2032, subject to the appropriation of funds.
Desired Outcome: Authorizing the City Manager to take this action will provide City departments with a quick and efficient process to purchase additional equipment and related services as required to maintain and support their existing security camera systems.
BASIS FOR RECOMMENDATION:
Various City departments manage hundreds of security cameras that are installed at multiple locations throughout the City. These cameras vary in age, type, brand, and features, and are used for a variety of purposes, including internal and external security monitoring, incident and liability resolution, asset protection, and to improve the community’s sense of safety in public gathering areas.
In December 2021, the Finance Department released a Request for Proposal containing two packages:
Package A was for as-required equipment and services required to maintain existing cameras and Package B was for a video management system, including new replacement camera equipment and related services.
One responsive submittal was received for Package A and no responses were received for Package B by the Request for Proposal submittal deadline. Package A was awarded to Transtecnet, Inc. as the sole responsive and responsible bidder, and Package B was cancelled with no award. A Notice of Intended Award was published on April 1, 2022, and no protests were received. The City subsequently issued a Citywide open purchase order to Transtecnet, Inc. for $320,000, under the City Manager’s authority, to expedite availability of security camera equipment and related services for the initial term ending May 14, 2023; however, based on projected City needs, additional funds are required to provide sufficient equipment and services for the full one-year initial term.
Approval of this recommendation will ensure that the open purchase order amount is sufficient to cover City departments’ as-required purchases for replacement equipment and related services to maintain their existing security camera systems.
COUNCIL AGENDA: 10/4/22
FILE: 22-1446
ITEM: 2.9
Climate Smart San José: The recommendation in this memorandum has no effect on Climate Smart San José energy, water, or mobility goals.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
COST AND FUNDING SOURCE:
Various departments, as appropriated. Ordering and billing for this open purchase order are de-centralized so each City department directly places orders with the vendor as required, subject to the appropriation of funds.
FOR QUESTIONS CONTACT: For questions, please contact Jennifer Cheng, Deputy Director of Finance, at [email protected].