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APPROVE MOTION TO AWARD A PROFESSIONAL SERVICES CONTRACT FOR THE VIDEO MONITORING SYSTEM MAINTENANCE
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Award a three-year Professional Services Contract, including an option for two one-year extensions, to Convergint Technologies, LLC of Fremont, CA, in the amount of $1,215,102.13, for the Video Monitoring System Maintenance, Project No. SEB-25-001.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Public Works has used cameras at signalized intersections to monitor traffic since the mid-1990s. Traffic monitoring allows the City to remotely diagnose field conditions and adjust timing of signals to improve traffic flows. To date, the City's existing security and traffic video monitoring system includes 400 Closed-Circuit Televised Video (CCTV) cameras and peripheral equipment at various locations Citywide, including City Hall, Stewart Eberhart Building (SEB), and the Police Department’s Market Street office. The system is used by both the Public Works and Police Departments to monitor traffic, safety, and security.
On January 14, 2025, the City advertised a Request for Proposals (RFP) for the Video Monitoring System Maintenance, Project No. SEB-25-001. On February 12, 2025, one firm submitted a proposal for this project. The Selection Committee evaluated the proposal and found Convergint Technologies, LLC (formally Ojo Technology, Inc.) of Fremont, CA, to be qualified for this project.
It is recommended that Council approve a motion authorizing the City Manager to execute a three-year Professional Services Contract, including an option for two one-year extensions, with Convergint Technologies, LLC in the amount of $1,215,102.13, for the Video Monitoring System Maintenance, Project No. SEB-25-001.
DISCUSSION
Background
Public Works has used cameras at signalized intersections to monitor traffic since the mid-1990s. Traffic monitoring allows the City to remotely diagnose field conditions and adjust timing of signals to improve traffic flows. Since 2003, cameras have also been installed for the Police Department in strategic locations for monitoring safety and security. The City has continued to expand the camera system with various roadway improvements and City building projects. To date, the City's existing security and traffic video monitoring system includes 400 CCTV cameras and peripheral equipment at various locations Citywide, including City Hall, SEB, and the Police Department’s Market Street office. The system is used by both the Public Works and Police Departments to monitor traffic, safety, and security.
The CCTV camera system requires on-going annual maintenance to prevent camera operation outages. The Video Monitoring System Maintenance was created to supplement staff in maintaining the critical cameras throughout the City.
On October 6, 2020, by Resolution No. 2020-10-06-1104, Council awarded a multi-year Cooperative Purchase Agreement (COOP) to Ojo Technology, Inc. to maintain the video monitoring system. In August 2022, Convergint Technologies, LLC acquired Ojo Technology, Inc. The current COOP with Convergint Technologies, LLC (formally Ojo Technology, Inc.) expires on August 31, 2025.
Present Situation
On January 14, 2025, the City advertised an RFP for the Video Monitoring System Maintenance, Project No. SEB-25-001. On February 12, 2025, one proposal was received from Convergint Technologies, LLC of Fremont, CA.
The Selection Committee evaluated the proposal based on the firm’s qualifications, experience, ability to perform the work, and the scope of work identified in the request for services. Staff determined Convergint Technologies, LLC to be qualified for this project. Staff negotiated a fee of $1,215,102.13 and determined that the final cost is reasonable.
It is recommended that Council approve a motion authorizing the City Manager to execute a three-year Professional Services Contract, including an option for two one-year extensions, to Convergint Technologies, LLC in the amount of $1,215,102.13 for the Video Monitoring System Maintenance, Project No. SEB-25-001.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The project involves a very specialized field, and its success requires an experienced professional who has successfully implemented and performed such projects. Furthermore, the City does not have the specialized personnel or equipment to perform the work required for this project.
2. Use of the RFP process is appropriate for this Professional Services Contract because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of the criteria helps ensure selection of a vendor that will provide the highest quality professional service, which is in the public interest.
3. The City negotiated a contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
FINANCIAL SUMMARY
First year funding in the amount of $389,256.19 is split between the Public Works’ Department and Police Department evenly. Budget was included in Fiscal Year (FY) 2025-26 Public Works’ (4510-701-630006-100-000-30-45-000-000) and Police Department’s (3519-320-630013-100-000-20-35-000-000) operating budgets. Future funding will be allocated through the annual budgeting process.
There is an impact to the City’s General Fund as a result of taking the recommended action.
Attachment A - Camera Map
Attachment B - Professional Services Contract with Convergint Technologies, LLC