Item Number: 16
City Council / Board of Directors
Written Communications
Meeting of: November 19, 2024
Submitted By:
Donna Meester, Community Services Director
Subject:
City Hall Security Camera Expansion – Award of Construction Agreement Recommendation:
That the Honorable City Council:
(1) Find the proposed project categorically exempt from the California Environmental Quality Act (CEQA) under CEQA Guideline Section 15301; and (2) Award a Construction Agreement to Veterans Communication Services, Inc. in the amount not to exceed $314,107.03 for the purchase and installation of additional security cameras at City Hall, Project No. CC25-022.
Fiscal Impact:
The recommended action will result in a fiscal impact of $314,107.03. Funds for this expenditure have been appropriated in the Fiscal Year 2024-2025 budget under the American Rescue Plan Act (ARPA) (Account No. 2770010-55060-81018). No additional appropriations are necessary.
Strategic Plan Goal:
This item aligns with Strategic Goal B: Public Safety, implementing public safety strategies to support a thriving and growing community and Goal E: Invest in Infrastructure, by maintaining the City’s assets through investment in infrastructure and innovations.
Background:
Security cameras are an essential tool enhancing safety and security. A primary benefit of security cameras is the deterrence of criminal activity. The visible presence of cameras discourages theft, vandalism, and other unlawful acts. Security cameras also provide continuous monitoring of public spaces, which is valuable in the prevention and investigation of crimes. In the event of an incident, recorded footage can provide critical 3 8
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evidence, aiding law enforcement in identifying suspects and resolving cases more efficiently; thus, creating a safer environment for the public.
In 2020, the City conducted a comprehensive review of multiple security camera and video management systems (VMS) for citywide installation. Staff reviewed various surveillance solutions from consumer “off the shelf” systems to large enterprise systems.
The requirement for public entities, by California Government Code, is to store video surveillance for 366 days, which eliminates the consumer systems as a viable option due to their storage capacity of 90 days.
Staff inquired with the San Bernardino County Sheriff’s Department to garner information regarding the surveillance systems utilized at various County facilities. The Sheriff’s Department mainly uses three systems: Genetec, Watch Dog, and Avigilon. While Genetec and Watch Dog had notable systems, neither matched Avigilon’s camera clarity, user-friendly VMS, and compatibility with both Android and iOS devices. Based on the aforementioned data, the City selected Avigilon for its video surveillance system, which included 15 interior and exterior cameras and a 145TB server at City Hall.
Discussion:
Staff continues to assess the placement and operations of existing cameras. A recent assessment concluded additional cameras are needed in areas of City Hall to mitigate security risks in publicly accessible areas and other areas of vulnerability. These areas include Council Chambers, Conference Rooms, Training Rooms, Customer Service counters, Human Resources counter, public parking lot, employee parking lot, and the main waiting and counter area of the first-floor services.
In July 2024, staff collaborated with Avigilon to assess the optimal placement and type of cameras needed at City Hall. Following discussions with Avigilon, it has been determined that 23 cameras need to be added to the existing security surveillance system.
On August 29, 2024, the City issued a Notice Inviting Bids (Attachment A) for the Purchase and Installation of Security Cameras at City Hall, Project No. CC25-022. The Notice of Inviting Bids was sent to three Avigilon certified installers and posted on the City’s website. A mandatory pre-bid meeting and job walk was held on September 18, 2024. On October 3, 2024, the following seven bids were received:
Contractor Location Bid Amount
Securitas Technology Victorville, CA $288,466.18
Veterans Communication Chino, CA $314,107.03
Apple Valley Communications Apple Valley, CA $375,000.00 Avidex Audio Lake Forest, CA $383,928.82
Smart Integrated Lancaster, CA $392,183.19
Convergint Technologies La Palma, CA $444,832.29
MVP Security Brea, CA $494,598.81
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On or about October 4, 2024, Securitas Technology formally requested to withdraw their bid due to a mathematical error (Attachment B). Therefore, it is determined that Veterans Communication Services, Inc. is the lowest responsive and responsible bidder.
Pursuant to Section 15301, (f) of the California Environmental Quality Act entitled “Existing Facilities,” projects that include the addition of safety or health protection devices for use during construction or in conjunction with existing structures or facilities can be found Categorically Exempt from CEQA.
Staff recommends that the City Council find the proposed project categorically exempt from CEQA under CEQA Guideline Section 15301 and award a Construction Agreement (Attachment C) to Veterans Communication Services, Inc. for the purchase and installation of security cameras at City Hall, Project No. CC25-022.
Staff remains available for any questions the Council may have.
Attachments: A. Notice Inviting Bids
B. Withdrawal Letter from Securitas Technology
C. Construction Agreement