Title
Report regarding a resolution for a purchase and service agreement with Edgeworth Integration, LLC for the replacement of surveillance cameras, video management software and server equipment in the amount not to exceed $216,116; and authorize the City Manager to execute the agreement (Tony Barrera, Director of Information Technology)
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RECOMMENDATION
Recommendation
Staff recommends the City Council approve the purchase and service agreement with Edgeworth Integration LLC for the replacement of surveillance cameras, video management software and server storage. The current system has failing camera equipment and obsolete video software.
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BACKGROUND/DISCUSSION
The city currently has 127 single and multi-lens surveillance cameras in many city owned facilities. Most of the equipment have been in use for over a decade and need to be replaced due to hardware failure, end-of-life servers, and outdated Video Management Software (VMS). The current VMS servers are decentralized and operating on multiple end-of-life standalone servers, making it difficult for staff to connect, retrieve and export videos. The surveillance camera system is only used by authorized personnel, including the police department, to view past recordings of all incidents. The surveillance system is not monitored in real time. Furthermore, California law requires agencies to store video for one year; but because of lack of storage capacity, staff is required to save video to tape making it very difficult to review footage.
In March 2022, the Information Technology Department issued a Request for Proposal for the procurement and installation of an Avigilon surveillance camera system. It was published on the city website and city bidding website OpenGov (formally known as ProcureNow). The bid site notified 319 companies but only three local companies submitted proposals. City staff evaluated the proposals and selected Edgeworth Integration based on price and references. Edgeworth Integration is an established local provider that has been in business for over 15 years. They have worked with many cities in the Bay Area, including South San Francisco as the City selected them to install surveillance cameras for the new police station.
Below are the proposal costs:
|
Vendor |
Cost |
|
Edgeworth Integration, LLC |
$ 196,469.00 |
|
AVS Technology |
$ 227,990.00 |
|
Inter-Pacific, Inc. |
$ 321,725.00 |
Edgeworth Integration will procure and replace a total of twenty-four outdated cameras with Avigilon cameras at the Corporation Yard, Orange Memorial Park, Centennial Trail, and the Water Treatment Plant; and provide one high performance server with new Avigilon video management software and licenses. They will also install a new intercom with camera at the entrance door to the Corporation Yard, providing easier visibility for staff. The VMS server will store over one year of data to comply with California law and have the capacity to migrate other cameras to the system. The new software will provide authorized staff with an easier and faster export process as well as new analytical search functions. The VMS does not include facial recognition features. Edgeworth offers a one-year warranty for labor and support, while the server comes with a five-year warranty and the cameras come with a three-year warranty.
The total cost with a 10% contingency is $216,117.
FISCAL IMPACT
Funding for this phase of the surveillance system modernization is included in the Information Technology budget for 2021-2022, and sufficient funds have been allocated to cover these costs. Staff expects a second phase of the project next fiscal year to update the cameras at the Miller garage and will request funding at the appropriate time.
RELATIONSHIP TO STRATEGIC PLAN
This item is in line with the Strategic Plan Priority: Public Safety
CONCLUSION
The city surveillance camera system is an important component to deter and resolve crimes. The current system is failing and must be replaced to continue to capture necessary footage.