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ADOPT RESOLUTION TO AUTHORIZE A COOPERATIVE PURCHASE AGREEMENT FOR THE SECURITY AND TRAFFIC VIDEO MONITORING SYSTEM
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Approve the use of a Cooperative Purchase Agreement through the California Department of General Services, State of California, Multiple Award Schedule for the maintenance of the Security and Traffic Video Monitoring System, Project No. SEB-21-001.
3. Authorize a three-year contract, including an option for two one-year extensions, with Ojo Technology, Inc. of Fremont, CA, in the amount of $629,526.87 ($209,842.29 per fiscal year), for the Security and Traffic Video Monitoring System, Project No. SEB-21-001.
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 resolution.
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Summary
The Public Works Department has used cameras at signalized intersections to monitor traffic since the mid-1990's. Traffic monitoring allows the City to remotely diagnose field conditions and adjust timing of signals to improve traffic flows. The City's existing security and traffic video monitoring system includes 377 cameras and peripheral equipment at various locations citywide. The system is used by both the Public Works and Police Departments to monitor traffic, safety, and security.
The City has contracted with Ojo Technology, Inc. for maintenance of the system since September 1, 2015. The current maintenance contract expired August 31, 2020.
The U.S. General Services Administration has established a Cooperative Purchasing Program which allows State and local agencies to purchase goods and services offered under specific Multiple Award Schedule (“MAS” or “Schedule”) contracts. Use of California Multiple Award Schedule (CMAS) contracts streamline administrative costs and procedures while maintaining the integrity of the competitive procurement process. Professional services available through CMAS contracts meet the City’s need for continued maintenance of the City’s security and traffic video monitoring system.
It is recommended that Council adopt a resolution approving the use of a Cooperative Purchase Agreement through the California Department of General Services, State of California, Multiple Award Schedule. It is also recommended that the City Manager be authorized to execute a three-year contract, including an option for two one-year extensions, with Ojo Technology, Inc., in the amount of $629,526.87 ($209,842.29 per fiscal year) for the Security and Traffic Video Monitoring System, Project No. SEB-21-001.
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 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. In 2006, Council authorized using Strong Neighborhood Initiative Bond proceeds to expand the camera system to three redevelopment project areas located in north, midtown, and south Stockton. The Strong Neighborhood Program also enabled cameras to be installed in parks, community centers, and neighborhood "hot spots" through the use of wireless camera technology. A total of 62 cameras were installed or upgraded through the Strong Neighborhood Program.
The City has continued to expand the camera system with various roadway improvements, City building projects, and development projects. Today, the City's existing security and traffic video monitoring system includes 377 cameras and peripheral equipment at various locations citywide. The system is used by both the Public Works and Police Departments to monitor traffic, safety, and security.
On August 18, 2015, the City entered into an agreement with Ojo Technology, Inc. to maintain the City’s security and traffic video monitoring system for three years with the option of two one-year extensions. The initial three-year agreement began on September 1, 2015, was extended twice and expired August 31, 2020.
Present Situation
The U.S. General Services Administration has established a Cooperative Purchasing Program which allows State and local agencies to purchase goods and services offered under specific “MAS” or “Schedule” Contracts. The CMAS contracts were established in accordance with Public Contract Code Sections 10290 et seq. and 12101.5 and offer agencies access to goods and services at competitive, fair, and reasonable prices. Use of CMAS contracts streamline administrative costs and procedures while maintaining the integrity of the competitive procurement process. Professional services available through CMAS contracts meet the City’s need for continued maintenance of the City’s security and traffic video monitoring system.
Staff has evaluated the available CMAS contract (CMAS Number 3-19-70-2890G) with Ojo Technology, Inc. of Fremont, CA. Ojo Technology is best suited to provide continued maintenance of the City’s security and traffic video monitoring system. Their rates are competitive, and they have provided exemplary maintenance services to-date.
Since 2015, Ojo Technology, Inc. has demonstrated a thorough understanding of the system, superior knowledge in diagnosing and resolving system maintenance issues, and high levels of customer service with calls for service from Public Works staff. Ojo Technology, Inc. also has experience in providing services to agencies such as Caltrans, City of San Jose, San Joaquin Regional Transit District, and other public agencies.
Findings
Pursuant to Stockton Municipal Code 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 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. Taking advantage of the leveraged cooperative purchasing agreement through the California Department of General Services, State of California, Multiple Award Schedule will save the administrative expense of City staff conducting a separate procurement.
4. Ojo Technology, Inc. has provided exemplary services to-date. Ojo Technology, Inc. has developed an understanding of the City’s operations of the cameras, which provides an additional benefit in having them continue as the contractor for this project.
Ojo Technology, Inc. is a woman-owned Disadvantaged Business Enterprise that operates a field office in Stockton. The term of Ojo Technology’s current CMAS contract expires March 10, 2021 (Attachment A). The City is able to have a contract term with Ojo Technology that is beyond the original CMAS contract expiration date.
It is recommended that Council adopt a resolution approving the use of a Cooperative Purchase Agreement through the California Department of General Services, State of California, Multiple Award Schedule. It is also recommended that the City Manager be authorized to execute a three-year contract, including an option for two one-year extensions, with Ojo Technology, Inc., in the amount of $629,526.87 ($209,842.29 per fiscal year), for the Security and Traffic Video Monitoring System, Project No. SEB-21-001.
FINANCIAL SUMMARY
This is a three-year contract in the total amount of $629,526.87, at $209,842.29 per fiscal year, with an option of two one-year extensions.
The amount of the contract will be split equally between the Public Works and Police Departments. Sufficient funds are budgeted in Fiscal Year (FY) 2020-21 in the Public Works’ General Fund operating account #010-3020-540 and in the Police Department’s General Fund operating account #010-2470-530 to fund the first year of the contract. The second-year cost will be budgeted in FY 2021-22, and the third-year cost will be budgeted in FY 2022-23 by both departments. The costs of the extensions, if exercised, will be budgeted in the succeeding years.
There is an impact to the City’s General Fund as a result of taking the recommended action.
Attachment A - Ojo Technology, Inc. California Multiple Award Schedule