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APPROVE A MOTION APPROVING FINDINGS WHICH SUPPORT AND JUSTIFY AN EXCEPTION TO THE COMPETITIVE BID PROCESS AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH OJO TECHNOLOGY FOR MAINTENANCE OF THE CITYWIDE SECURITY AND TRAFFIC VIDEO MONITORING SYSTEM
RECOMMENDATION
Staff recommends the City Council adopt a motion approving findings which support and justify an exception to the competitive bid process and authorize the City Manager to execute a three-year agreement, including an option for two one-year extensions, with Ojo Technology in the amount of $209,978 for year one and $194,980 per year for years two and three for the maintenance of the Citywide Security and Traffic Video Monitoring System. The price of optional extensions will be negotiated and approved through the annual budget process if the extensions are exercised. Staff further recommend that the motion authorize the City Manager to take all necessary and appropriate actions to carry out the purpose and intent of this motion
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Summary
The City’s Security and Traffic Video Monitoring System (“system”) comprises 308 cameras and peripheral equipment located throughout the City and is used by the Public Works Department for traffic monitoring and by the Police Department for safety and security monitoring. The system has been developed and installed through a series of phases over the past twenty years.
The City has contracted with AT&T for maintenance of the system since May 1, 2013. The current maintenance contract expires August 31, 2015. A new contract is needed to ensure continued maintenance and functionality of the system.
DISCUSSION
Background
The Public Works Department has used cameras at signalized intersections to monitor traffic since the mid-1990’s. Traffic monitoring allows the City to adjust timing of signals in order to improve traffic flows. In 2003, the Police Department installed nine cameras in the downtown area as a pilot project for improving safety and security. A year later an additional eleven cameras were installed, also in the downtown area. In September 2006, the City Council and the Redevelopment Agency allocated $1.55 million in Strong Neighborhood Initiative Bond proceeds to expand the camera system from the downtown core to three Redevelopment Project Areas: North Stockton, Midtown, and South Stockton.
In January 2007, the City awarded a contract to AT&T Datacomm for the purchase and installation of additional cameras and associated wiring for further expansion of the camera system. This project included upgrading the camera technology which allowed cameras to be located in non-signalized intersections via wireless access points. Wireless technology enabled placement of Police safety and security cameras in parks, community centers, and neighborhood “hot spots” several blocks from the nearest signalized intersection.
As the system evolved and the focus shifted from occasional or event-specific monitoring to a real-time policing tool used full-time by law enforcement, a more comprehensive approach to maintaining the system was required.
In February 2013, the City Council authorized the City Manager to enter into an agreement between the City of Stockton and AT&T for the maintenance of the system. AT&T subcontracted the technical portion of this agreement to Ojo Technologies. This initial agreement has been extended twice and expires on August 31, 2015.
On August 26, 2014 Council authorized the issuance of a Request for Proposal (RFP) for future maintenance of the City's Security and Traffic Surveillance Monitoring System prior to the contract expiration.
Present Situation
On April 30, 2015, the City issued an RFP for the maintenance, repair, service, and support of the system.
The City received proposals from the following firms:
• Ojo Technology, Stockton, CA
• Aegis ITS, Anaheim, CA
• Cyberwatch Security Communication Systems, Inc., San Jose, CA
A four-member selection committee, representing Police, Public Works, and Information Technology, scored the proposals based on pre-defined criteria and selected Ojo Technology as the firm best able to meet the needs of the project. Ojo Technology’s proposal demonstrated (1) a thorough understanding of the system solution needed; (2) ability to meet the terms and conditions of the project scope; and (3) an overall superior solution for maintaining the system.
In addition to maintenance and repair activities the Statement of Work with Ojo Technology includes twice-yearly camera cleanings, inventory management, up to 10 cameras replaced each year, advanced system reporting, and ability to add cameras during the year.
It is expected that the system maintenance will transition from AT&T to Ojo Technology on September 1, 2015. It should be noted that the transition represents a change from Ojo Technology maintaining our system under subcontract from AT&T to Ojo Technology performing the services as prime contractor.
Findings
In accordance with Stockton Municipal Code 3.68.070, the Contracts for more than $75,000 may be awarded without the requirement of a competitive bidding processes in those cases where the City Council adopts findings of fact that justify the application of the exception. In this matter, the facts in support of using a RFP process for the hiring of a firm to provide system maintenance services are as follows:
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 a cost competitive basis for the selection of professional consultant services for this project is not in the best interest of the City because it tends to result in lower quality and thoroughness of the services provided.
3. Use of the RFP process is appropriate for this project, because it relies on the evaluation of professional qualifications and performance as the basis for selection of a consultant. Use of these criteria helps ensure selection of a firm that meets the highest standards.
FINANCIAL SUMMARY
Sufficient funds are available in the Computer Equipment Internal Service Fund, Account No. 502-5101-571 for FY 15-16 cost.
This is a three-year agreement with an option for two one-year extensions, in the amount of $209,978 for year one (including a one-time set-up fee for inventory management software) and $194,980 per year for years two and three. The extensions, if exercised, will be an amount similar to these, and any increases will be with in the City’s change order authority. If the proposed increase exceeds the City’s change order authority the contract will be re-bid or we will bring the proposed agreement back to Council.
Attachment A - Professional Services Agreement with Ojo Technology