TITLE
Recommendation to adopt Specifications No. RFP TI20-047 and award contracts to Birdi Systems, Inc., of Pasadena, CA, Platt Security Systems, Inc., of Signal Hill, CA, and VectorUSA, of Torrance, CA, to provide as-needed video surveillance installation, repair, and maintenance to new and existing systems, in an annual aggregate amount not to exceed $3,000,000, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into contracts with Birdi Systems, Inc., Platt Security Systems, Inc., and VectorUSA to provide as-needed video surveillance installation, repair, and maintenance to new and existing systems.
Over the past several years, the City of Long Beach (City) has deployed video surveillance cameras to enhance public safety in our community. These cameras are part of the Long Beach Common Operating Picture (LBCOP) system, which combines law enforcement data with real-time video monitoring to support public safety. LBCOP and these cameras have proven to be a cost-effective tool for preventing, deterring, and investigating crimes. The Technology and Innovation Department (TI) is responsible for providing the technical support for the cameras and telecommunications infrastructure connecting the cameras to the City's network. Recently, aging camera and telecommunications components have led to outages and an increased need for routine repair and maintenance. Camera and telecommunications technology have also changed and improved, requiring system modernization to integrate the current technology.
TI has continued to repair and maintain the existing cameras, as well as install new cameras at various locations throughout the City including the new Housing Authority facility, Public Safety Garage, Lincoln Park, Houghton Park Community Center, North Health Facility, City Jail Facility, and for recent EOC-related activities. Nearly 1,110 cameras in the City are currently connected to the Citywide Genetec Network Camera system. Entering into these new contracts will provide TI more flexibility to meet the demands requested by City departments for video surveillance upgrades and expansions. Furthermore, this will align with the City's Network Camera Program initiative summarized in a memorandum to the City Council on April 6, 2017, to modernize and consolidate the City's Network Camera Systems by upgrading the closed-circuit camera systems to the Citywide Genetec Network Camera system.
A Request for Proposals (RFP) was advertised on the electronic bid system, PlanetBids website, on August 25, 2020, and 204 potential bidders specializing in video surveillance installation, repair, and maintenance were notified of this RFP opportunity. Of those proposers, 57 downloaded the RFP via the electronic bid system. The RFP document was also made available from the Purchasing Division, located on the sixth floor of City Hall, and the Division's website at www.longbeach.gov/purchasing. A RFP announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 35 local, minority-owned, and women-owned business groups. Three proposals were received on October 8, 2020. Of those proposers, one was Minority-owned Business Enterprise (MBE); none were Women-owned Business Enterprises (WBEs) or Long Beach businesses (Local); and, two were certified Small Business Enterprises (SBEs).
The selection committee determined that Birdi Systems, Inc., of Pasadena, CA, Platt Security Systems, Inc., of Signal Hill, CA, and VectorUSA, of Torrance, CA, one Minority-owned Enterprise, two Small Business Enterprises, and one Long Beach Local business (not a WBE), were the most qualified firms to provide the services. Multiple agreements are recommended to ensure a pool of qualified candidates is readily available for TI to quickly deliver video surveillance installation, repair, and maintenance as such services are needed.
Local Business Outreach
To align with the City's outreach goals, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download RFP specifications. Through outreach, 18 Long Beach vendors were notified to submit proposals, of which four downloaded and none submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the proposer pool.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on December 15, 2020, Business Services Bureau Manager Tara Yeats on December 14, 2020, and by Budget Management Officer Rhutu Amin Gharib on December 15, 2020.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP T120-047 and award the contracts concurrently are requested on January 5, 2021, to ensure the contracts are in place expeditiously.
FISCAL IMPACT
Expenditures for as-needed purchasing and delivery of video surveillance installation, repair, and maintenance will not exceed $3,000,000 annually. Sufficient appropriation is budgeted in the General Services Fund Group in the Technology and Innovation Department to support the Iifecycle and maintenance expense portions of this activity. Contract authority is estimated to allow for both current and anticipated projects within various City departments. Any work not currently budgeted will only proceed once appropriation has been approved by the City Council. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is potential for additional jobs to be created as a result of this action, as all recommended firms have committed to using their best efforts to provide Long Beach residents with employment for City projects.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
THOMAS B. MODICA
CITY MANAGER