Resolution 2023-### Page 1
RESOLUTION 2023-###
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING:
(1) THE PURCHASE OF THE SEAGATE STORAGE SYSTEMS DISK ARRAY NETWORK AT A COST OF $118,081, (2) THE RENEWAL OF 293 CAMERA LICENSES
AND SOFTWARE UPDATE WIT H PRO SERVICES OF MILESTONE VIDEO MANAGEMENT SOFTWARE THROUGH ODIN SYSTEMS AT A COST OF $64,369, (3) PURCHASE OF DELL POW EREDGE R650 SERVERS AT A COST OF $31,240, FOR TOTAL ESTIMATED COSTS OF $ 213,690 TO SUPPORT PUBLIC S AFETY CAMERA PROGRAM, AND (4) AUTHORIZING WAIVER OF FORMAL BID REQUIREMENTS FOR
PURCHASES RELATED TO PUBLIC SAFETY CAMERA INFRASTRUCTURE UPDATE
WHEREAS, Strengthen existing and new Technology Programs, Public Facility/Infrastructure Projects, and Future Workplace Development Programs/Services to Enhance SPPD Crime-Reduction Goals, Community Policing, Mental Health and Training Programs is a priority goal under the FY 2023/25 City Council Priority Workplan, effective May 1, 2023;
WHEREAS, on September 19, 2016, the City Council approved Resolution #2016- 282 for the purchase of a video storage solution from the Quantum Corporation, which is a tape archive storage solution. At that time, the Quantum storage solution was viable for maintaining the data and operational needs of the existing Public Safety Camera Program, including the storage of digital evidence;
WHEREAS, the number of situational awareness cameras in the City of San Pablo has increased from 134 to 281 since the expansion of the Public Safety Camera Program in 2018. The current Quantum storage capacity on-premises is approximately 1-petabyte;
WHEREAS, due to the exponential growth of the Public Safety Camera Program, the storage environment through the Quantum tape archive storage solution is no longer stable. The servers maintaining the systems have also reached end -of-life and need replacement. Staff is challenged to retrieve footage on a consistent basis , and these challenges have impacted operations . Additionally, t he current -state analysis of on- premise servers shows a need for replacement as current systems have reached end-of- life;
WHEREAS, the San Pablo IT Department was tasked with a review of the current storage environment. Subsequently, the IT Department recommends replacing existing servers and tr ansitioning to a storage disk array network. Additionally, t he San Pablo IT Department recommends purchasing (3) PowerEdge R650 servers. This will stabilize the existing system and remove the tape retrieval process;
Resolution 2023-### Page 2
WHEREAS, San Pablo Police Department utilizes Milestone software for video management. This system allows access for quick review of critical incidents, and supports investigations via workstation access within the police department as well as field access via authorized mobile dev ices. As a budgetary control measure, the P olice Department has elected to defer software updates until necessary for operational sustainability.
However, the Milestone VMS needs a software update as the current version will no longer be supported moving f orward. This software update coincides with the license renewal cost of the cameras with Milestone VMS;
WHEREAS, the San Pablo IT Department recommends purchasing the Seagate storage system. Milestone and Seagate validated the platform for use in large s cale camera deployments and provides the Police Department with significant capacity to consolidate and simplify storage systems today while providing additional capacity for future growth in camera count, recording resolution, and retention;
WHEREAS, the City Council previously waived competitive bidding requirements for the purchase of surveillance cameras and related software through Odin Systems (Resolution 2011 -058 & 2018 -060 ), and staff recommends this camera infrastructure software and license update with the Milestone VMS through ODIN Systems also be exempted from City bidding requirements because: 1) it involves specialized services combined with equipment and products, in which the City acquires and installs equipment but must also retain specia lized services for consulting on use, training, installing, maintaining, and servicing the products (San Pablo Municipal Code S ection 3.16.110(B); and 2) the unique software attributes discussed above support the use of sole source agreements (San Pablo Municipal Code Section 3.16.110(C);
WHEREAS, the procurement of the Seagate Storage Systems disk array network is in accordance with City of San Pablo Municipal Code chapter 3.16, pursuant to the “Specialized Services Combined With Equipment and/or Products” exemption in San Pablo Municipal Code S ection 3.16.110(B) to allow continued use of this specific technology and the cooperative purchasing exemption in S ection 3.16.110(E) that allows the City to join with other governmental agencies for the joint purchase of equipment, materials, supplies and services or to buy off another public agency’s competitive contract without the City undertaking its own competitive bidding process;
WHEREAS, funding for these procurements for fiscal year 23/24 is budgeted in the Police Department’s Departmental Budget (#100-2110-43600);
WHEREAS, staff presented the Public Safety Camera Infrastructure Plan to the Public Safety Standing Committee (Councilmember Xavier and Councilmember Pabon- Alvarado) on September 27, 2023. The Committee unanimously voted to receive the presentation and recommended to forward to City Council for formal consideration and approval.
Resolution 2023-### Page 3
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Pablo hereby:
1. Authorizes the purchase of the Seagate Storage System disk array network at a cost of $118,081;
2. Authorizes the renewal of 293 Milestone VMS camera licenses and software update with pro services through ODIN Systems at a cost of $64,396;
3. Waives formal bid requirements as services through ODIN Systems are exempt in accordance San Pablo Municipal Code Section 3.16.110 (C);
4. Waives formal bid requirements for the procurement of the Seagate Storage disk array network in accordance with San Pablo Municipal Code S ection
3.16.110 (B)(E); and
5. Authorizes the purchase of three (3) PowerEdge R650 servers at an estimated cost of $31,240 in accordance with current purchasing policy guidelines.
* * * * * *
ADOPTED this 18
th day of December, 2023, by the following votes:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
ATTEST: APPROVED:
_____________________________ ______________________________ Dorothy Gantt, Deputy City Clerk Patricia Ponce, Mayor