City Council
Report
City Council Meeting: December 17, 2024
Agenda Item: 5.K
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To: Mayor and City Council
From: Ramon Batista, Police Chief, Police Department
Subject: Award Bid and Enter into Agreement with Convergint Technologies LLC for Closed Circuit Television Camera (CCTV) Equipment for the Police Department
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3)(Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines;
2. Award Bid # 4490 to Convergint Technologies LLC for the purchase, installation, repair, and maintenance of CCTV cameras for the Police Department; and
3. Authorize the City Manager to negotiate and execute an agreement with Convergint Technologies LLC, in an amount not to exceed $2,000,000 over a five-year period, with future year funding contingent on Council budget approval.
Summary
The Police Department utilizes Closed Circuit Television (CCTV) cameras installed at various public locations throughout the city to enhance security and traffic monitoring, a process that will become more relevant and utilized with the implementation of the new Santa Monica Analytics Real Time (SMART) Center. In addition, City departments use CCTV cameras to monitor City assets and protect City staff and facilities. Many of the cameras at traffic intersections and along the Third Street Promenade and Santa Monica Pier have reached the end of their useful life over the last 10 years and need replacement. In the past, the City maintained two separate contracts for its CCTV system. One contract to cover camera equipment and installations, and another to manage related services such as maintenance and equipment repair. 2 of 5
As the primary City department that operates the SMART Center, the Police Department has agreed to administer the process of combining the two previous contracts into one consolidated contract and to manage the related equipment and services. This consolidation process will not only provide the City with a significantly more efficient implementation plan for public-facing cameras, but it will also ensure City departments have a defined process to request equipment that meets their respective needs. Equipment requests will be reviewed for their compatibility with existing city infrastructure and with the City’s overall strategic plan for its CCTV system. During the next five years, the Police Department anticipates replacing existing cameras throughout the City as well as expanding coverage of both public facing cameras and other departmental cameras as needed upon review. Staff recommends an agreement with Convergint Technologies LLC for a total amount not to exceed $2,000,000 over a five-year period for installation, replacement, maintenance, and repair of CCTV equipment.
Discussion
In 2006, the Police Department installed approximately 125 cameras along Third Street Promenade and on the Santa Monica Pier as part of an effort to address security deficiencies identified by the Department of Homeland Security. The camera system expanded over the course of time and ultimately became the City’s enterprise CCTV system. The City’s CCTV system currently supports security cameras at many City facilities, offices, and major traffic intersections throughout the City. Many of the cameras that were initially installed have become inoperable and need replacement.
The obsolescence of the City’s system has created inconsistencies in the camera equipment, compatibility issues, and inefficiencies with the management of these assets. The immediate funding for this project is through the CCTV Security Camera Replacement Program CIP project. Contract authority for future years is expected to be funded by the continuation of the CCTV Security Camera Replacement Program CIP project, as well as other Departments seeking to add cameras to the City’s network.
Funding will be identified prior to adding or replacing CCTV cameras. 3 of 5
The recorded video captured by the cameras has often been used for evidence in criminal investigations and prosecutions ranging from misdemeanors to serious felonies. The cameras historically have been a critically important tool during special events by providing live video to assess crowd levels, general activity, and monitor incidents. An upgraded CCTV system will assist with identifying potentially suspicious behavior before a crime occurs and will allow Department personnel to act on information as close to the commission of a crime as possible to immediately ensure public safety or create investigative leads for later apprehension of suspects. In either case, a fully functional CCTV system enables the Police Department to immediately redeploy resources where needed to maintain public safety and improve the public’s perception of a “Safe Santa Monica.” Footage taken through the CCTV network are stored on the City’s existing servers and no storage costs are expected as a part of this agreement.
Vendor Selection
Bidder Recommendation
Best Bidder Convergint Technologies LLC
Evaluation
Criteria
Price; the quality of the material or services offered; the ability, capacity and skill of the bidder to perform or provide the materials or services; the capacity of the bidder to perform the contract or provide the service promptly, the ability of the bidder to provide such future maintenance or service as may be needed; any other factor that will further the intent set forth in Section 608 of the City Charter.
Municipal Code SMMC 2.24.180
Bid Data
Date
Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
07/01/2024 City's Online
Bidding Site
Santa Monica Daily
Press
58 07/18/2024
Submittals Received
Convergint Technologies $849,245 HQE Systems $767,485.15 A3 Communications Inc. dba Blue
Violet Networks $599,310.86
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Best Bidder Justification
Convergint Technologies, while being the “highest bidder,” provided the most comprehensive bid to meet all the criteria set forth in the bid, had the most applicable experience with the equipment and scope of work set forth in the bid, and more positive feedback than the other bidders based on inquiries made to each bidder’s references. Based on these criteria, Convergint was selected as the “Best Bidder.” For better context, one bidder quoted the wrong equipment which disqualified their bid for consideration. The lowest bidder, was found to be deficient in several of the rating categories, and provided cost estimates without including all required expenses, such as traffic control for safety requirements and made assumptions of existing infrastructure that may have incurred additional costs to the City by way of change orders. For experience, the lowest bidder listed references for equipment and projects dissimilar to the RFP’s Scope of Work.
Environmental Review
The awarded contract for CCTV cameras is exempt from CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines. The contract is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. The award contract will provide for CCTV cameras, maintenance, and repairs which would not result in adverse physical impacts on the environment, and so therefore, is exempt from CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to award a contract with Convergint Technologies, LLC for CCTV cameras, maintenance, and repairs. The unidentified funds are contingent on additional City department needs and fund will only be spent if available. Future year funding is contingent on Council budget approval. 5 of 5
Contract Request
FY 2024-25 Budget
Request Amount
Future Years
Amount
Department / CIP
Account #
Total Contract
Amount
$675,000 $174,245 C0108300.689000 $849,245
$1,150,755 Various, as needed $1,150,755
$675,000 $1,325,000 Total $2,000,000
Prepared By: Jose Arroyo, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Convergint - Oaks Initiative
B. Convergint - Levine Act
C. Protest Letter
D. Protest Determination