SR-112707-1C~_
~;tYaf City Council Report
Santa Monica
City Council Meeting: November 27, 2007
Agenda Item: ~~
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Contract with Firstline Security, Inc. to install an Access Control & Security
Camera system in City Hall, and to provide maintenance on the system for
a period of up to five years, for a total amount not to exceed $199,104.
Recommended Action
This staff report recommends the City Council authorize the City Manager to negotiate
and execute a contract with Firstline Security, Inc. for the installation of an access
control and security camera system for City Hall and the Finance Department offices
and for maintenance of that system for a period of up to five years.
Executive Summary
Staff recently performed an evaluation of security at City Hall and the offices of the
Finance Department and identified the need for enhancements. Staff took into
consideration the need for public access to both sites during business hours in
conjunction with the need to enhance security at the facilities after normal business
hours. Proposed enhancements include the installation of security cameras and door
control hardware at ingress and egress points at both locations: The cost of the
proposed enhancements, including maintenance for up to five years, is $199,104.
Discussion
Following a recent burglary at the Finance Department and the repeated discovery of
trespassers in City Hall after normal business hours, staff performed an evaluation of security at
both locations. Staff frequently work after normal business hours at both sites and thus it was
determined that security enhancements are needed. As part of the security enhancements, the
Police Department recommends the installation of security cameras and door control
equipment. Staff took into consideration the need to balance the ability of the public to access
City offices during normal business hours with the need to enhance. security for staff that work
after normal business hours. It is proposed to install security cameras at all ingress and egress
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points of City Hall and the Finance Department, and access control equipment at primary
ingress and egress points of City Hall and all ingress and egress points of the Finance
Department offices.
The access control equipment will ensure that doors intended for public access will remain open
during the day, but will be secured-after normal business hours. Staff that has the need to work
in either location after normal business hours will be issued cards that permit access when the
doors are secured. Video cameras installed at ingress and egress points will record activity
after normal business hours. Video captured by the system will be retained in the Public Safety
Facility under the same safeguards and regulations as video captured from the cameras along
the Pier and Third Street Promenade.
In light of the security issues identified by staff, implementation of this system will help to
provide a more secure environment for employees who often work at the facilities after normal
business hours.
Contract/Consultant Selection
In July 2007, the. Information Systems Department released a Request for Proposal
(RFP) seeking qualified firms to bid on the design, installation and maintenance of the
security camera and access control system. Three bids were received and rated based
on the design of the system proposed by the vendor, the vendor's experience with
installing similar systems and the proposed costs. Staff recommends that the bid be
awarded to Firstline Security, Inc. The recommended vendor has extensive experience
with installation of similar systems, and the proposed design of the system utilizes the
most appropriate technologies that will best integrate with the City's existing systems
and network as compared with the bids submitted by other vendors.
Financial Impacts & Budget Actions
Sufficient. funds for the purchase of the system in the amount of $137,824 are available
in account 00101262.589000. Optional maintenance agreement costs for the first five
years are $61,280. Funding requirements for annual maintenance will be requested in
future fiscal years' proposed budgets and will be subject to Council review and
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approval. If the necessary funds for a future fiscal year are not appropriated by City
Council, the agreement will allow for termination of the contract, without penalty, at the
sole discretion of the City.
Prepared by: Eric Uller, Lead Public Safety Systems Analyst
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Approved: Forwarded to Council:
Reference Contract
No. 8858 (CCS)