STAFF REPORT. VIA: Andrew Poster, P.E., T.E., Director of Public Works/City Engineer v"

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1 rmill VALLEYl STAFF REPORT TO: FROM: Mayor and City Council Michael Hanlon, Project Manager Elisa Sarlatte, Engineering ManagerV VIA: Andrew Poster, P.E., T.E., Director of Public Works/City Engineer v" SUBJECT: Police Department Camera System Upgrade DATE: November 20,2017 Approved for Forwarding: ~~(l~ 1 ISSUE: 2 Consideration of a Resolution authorizing the City Manager to award and sign the construction 3 contract for the Police Department Camera System Upgrade, CIP # RECOMMENDATION: 6 Adopt the Resolution. 7 8 BACKGROUND: 9 10 The Police Department Camera System is in need of an upgrade. Some of the internal cameras 11 are no longer working and the exterior cameras do not provide adequate observation capabilities 12 of the entire facility. The project is budgeted for in the FY 16/18 City budget DISCUSSION: Staff is recommending that Marin IT procure and install this equipment through our current 17 maintenance agreement. Though the camera project is listed in the CIP budget, the following are 18 some of the reasons sale sourcing to Marin IT is appropriate for this project The project is a maintenance project at an existing public safety building. 1 Item 8

2 City Council Staff Report Police Department Camera System Upgrade Project November 20, The camera project is considered an immediate need by the Mill Valley Police Department, 22 as the majority of the building exterior and many areas of the interior, including the holding 23 cell, are currently not protected by video monitoring.. 24 Sole sourcing to Marin IT allows the project to be completed by a company that has 25 already passed the Mill Valley Police Department background check procedure. 26 Considering another provider exposes the P.D. to risk exposure and the validation process 27 would involve monetary and time constraints. 28 When Marin IT was first hired, they spent significant time and resources sorting through a 29 massive wiring system with numerous problems and "dead end" wiring. 30 A new provider would need to repeat this process to become familiar with the P.D. systems 31 and rely on Marin IT for much of the information needed concerning existing conditions. 32 Marin IT will remain the IT service provider after the install of the cameras, and as such 33 would need to be trained by any other service provider on how their system is integrated 34 into the existing system. 35 Marin IT is a service providerfamiliar with the specifications for the camera system 36 upgrade because their vast knowledge of the existing infrastructure was critical to the 37 development of the system design Public Contract Code allows for sole sourcing. The following Public Contract Code Sections apply 40 to this project: The project is considered Maintenance Work under Public Contract Code Section (d) (1): (d) (1) Routine, recurring, and usual work for the preservation or protection of any 44 publicly owned or publicly operated facility for its intended purposes The project is considered maintenance work under Public Contract Code Section (a) (a) Except in cases of emergency where immediate purchase of goods without bid 48 is necessary for the protection of the public health, welfare, or safety, FISCAL IMPACT: The project is budgeted at $105,000. The Marin IT proposal (attached) is $40, The cost 53 discrepancy can be attributed to Marin IT's existing knowledge of the facility and systems Attachments: Resolution Marin IT Proposal Support letter from Acting Police Chief Jacqueline Graf-Reis 2

3 RESOLUTION NO._ RESOLUTION OF THE CITY COUNCIL AUTHORIZING THE CITY MANAGER TO AWAR.D AND SIGN THE CONSTRUCTION CONTRACT FOR THE POLICE DEPARTMENT CAMERA SYSTEM UPGRADE 1 2 WHEREAS, the City Council approved the Police Department Camera System Upgrade funding 3 in the and budget; and 4 5 WHEREAS, staff has determined sole sourcing of the Police Department Camera System 6 Upgrade is necessary; and 7 8 WHEREAS, sole sourcing of the Police Department Camera System Upgrade is allowed per 9 sections (d) (1) and (a) of the Public Contract Code; and WHEREAS, the Police Department Camera System Upgrade is an immediate need due to the 12 poor condition of the existing system; and WHEREAS, the Police Department Camera System Upgrade is an immediate need due to the 15 failure of portions of the existing system in critical areas of the Public Safety Building; and WHEREAS, Public Contract Code Section (b) (1) allows sole sourcing by a four-fifths 18 vote of the governing body; NOW, THEREFORE, IT IS HEREBY RESOLVED, ORDERED AND DECLARED as 21 follows: The City Manager is authorized to award and sign the construction contract for the Police 24 Department Camera System Upgrade PASSED AND ADOPTED at a meeting of the City Council of the City of Mill Valley on the 27 20th day of November, 2017 by the following vote: AYES: 30 NOES: 31 ABSENT: Jessica Sloan, Mayor 34 ATTEST: Kelsey Rogers, City Clerk / Administrative Analyst ATTACHMENT 1

4 Marin IT, Inc - notation 366 Bel Marin Keys Blvd., Suite D - Novato, CA Quot e Number: Phone Fa x Date: 10/6/2017 From: Wesley Liang Description: Security Camera To: Jacqueline Graf jgraf@cityofrn illvalley.org Mill Valley Police Dept. 1 Hamilton Drive Mill Valley, CA Hardware I Software Descrlp.tlon Qty Amt. Extended~ EXACQ IP08-16T-R2Z RM 2U RECORDER W/8IP L1CS 1 $8, $8, MAX DUAL GB NIC HDMI DVI-I DP EXACQ Rackmount Sliding Rail Kit for Z $ $ Series Chassis EXACQ EVIP-01 single camera professional license 9 $ $ AXIS P1427-LE FIXED NETWRK CAM OUTDR 5MP 12FS 7 $745."02 $5, RMT FCS/ZM IR AXIS P3224-LV MKII 1080P DOME 6 $ $2, AXIS P3707-PE 8MP MULTI 4X1080P 3 $1, $3, AXIS P P PINHOLE 1 $ $ AXIS P8221 NETWORK INPUT OUTPUT AUDIO MODULE 4 $ $1, AXIS MULTIPLE AUDIO CABLE FOR AUDIO MODULE 4 $ $ MISCELLANEOUS MATERIALS 1 $ $ Cisco Catalyst 2960X-48FPS-L Ethernet Switch - 48 $3, $3, Network, 4 Expansion Slot - Manageable - Twisted Pair, Optical Fiber - 2 Layer Supported - Rack-mountable, Desktop - Lifetime Limited Warranty 4X1GBE SFP LAN BASE Cat6 Ethernet Cable, 1000' Pull Box, 550MHZ UTP, Black 5 $ $ Port Cats 1RU Rack Mount Patch Panel 2 $57.20 $ Panduit PatchLink Horizontal Cable Manager - cable 2 $53.90 $ management panel - 1U - Labor I Non Taxable Descrip-t1on ~ Rate Total INSTALLATION LABOR 1 $ $9, Material Total Labor I Non Taxable Total SubTotal Sales 8.25% Grand Total Marin IT Bel Marin Keys Blvd., S1u~~:/~~1~ovato, CA ATT ACHMENT 2

5 Memorandum To: Jim McCann, City Manager CC: Andrew Poster, Department ofpublic Works Director Michael Hanlon, Project Manager-DPW From: Jacqueline Graf-Reis, Police Lieutenant Date: 10/19/2017 Re: Capital Improvement, Public Safety Building Security Cameras City Manager McCann, For this capital improvement Camera System Project, we are requesting Marin IT. Marin IT understands the DOJ requirements, currently has the required clearances, has worked on our various systems, and knows how each integrates with one another. These systems impact the Fire Department, County Communications as well as the Police Department. The Police Department has a complex system along with Department of Justice requirements for individuals who may have access to our data systems. The new security camera system will need to be run through our electrical room (attached photo). I have attached the quote for the purchase and installation of this equipment from Marin IT. Attachment 3