SR-08-28-2012-3DCity Council Meeting: August 28, 2012
Agenda Item: 3.D
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Transit On Board Surveillance System Service and Repair
Recommended Action
Staff recommends that the City Council award Bid #4000 to Wincal Technology
Corporation, a California -based company, for transit on -board surveillance system
service and repair for a term of one year in the amount of $90,000, with two additional
one -year renewal options in the amount $95,400 and $101,124, for a total amount not to
exceed $286,524.
Executive Summary
Preventive maintenance service and repair of the on -board camera surveillance system
of transit coaches are necessary for keeping the system working as intended and to
ensure the reliability and integrity of the system. Every three months all buses would be
inspected, repaired and a report of findings submitted. Each vehicle would have every
camera inspected for clarity and functionality, the electronic module would be inspected
for loose connections, and the configuration and firmware would be checked and
updated as needed to ensure proper operation. Wincal Technology is recommended to
provide this service following a formal bid process. The bid is for a one -year period with
two additional one -year renewal options. The total expense for the three -year term
would be $286,524.
Discussion
Due to normal conditions on moving vehicles and the sensitivity of electronic cameras
and recording systems, the surveillance systems on transit coaches require routine
preventative maintenance inspections and repair services to ensure reliability and
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integrity of images captured. BBB staff performs minor inspections and repairs;
however, to ensure reliability of the on -board camera system and the ability to produce
requested images, outside resources are needed as the number of BBB staff who can
service and repair the equipment is limited. The award of this bid would enable the
surveillance systems on approximately 200 buses to be inspected on a bimonthly basis
and repaired as needed.
Vendor Selection
In May 2012, the City published Notices Inviting Bids to provide on -board surveillance
system service and repair as required by the Big Blue Bus in accordance with City
specifications. The bid was posted on the City's on -line bidding site, and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. Nine hundred and eight vendors were notified through
Planet Bids; forty -two prospective vendors downloaded the bid specifications. One bid
was received and publicly opened on May 8, 2012. The bid was evaluated based on
price (Attachment A) and compliance with City specifications, meeting minimum
qualifications and positive history with the vendor. Three public contracts of similar
services (New York, San Diego and Broward County) were reviewed to ensure that
Wincal's hourly rate was competitive. All three used TransMark (contractor for UTC Fire
& Security), whose rate was significantly higher per inspection; prices ranged from
$87.45 to $159.00. It was determined that Wincal's pricing of $75.00 per inspection is
both fair and reasonable.
Wincal Technology Corporation is recommended to provide this service following a
formal bid process. The bid award is for a specified hourly labor and material price plus
applicable sales tax for a one -year period with two additional one -year renewal options,
with a six percent cost increase for each option year under the same terms and
conditions. The total annual estimated expenditure is $90,000 with the three -year term
not to exceed $286,524.
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Financial Impacts & Budget Actions
The amount of the purchase order to be awarded to Wincal Technology Corporation for
the three -year term is $286,524. Funds in the amount of $90,000 are available in the FY
2012 -13 budget at account number 41651.555011. Budget authority for the subsequent
years will be requested in the following budget cycle for Council approval. Future
funding is contingent upon Council approval. All funds used for this purchase order
come from funding sources specifically dedicated for transit uses.
Prepared by: Getty Modica, Transit Maintenance Officer
Approved:
Edward F. King
Director of Transit
Attachment: Attachment A —Pricing
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Forwarded to Council:
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Rod Gould
City Manager
ATTACHMENT
BID 4000
BID CLOSING DATE: 6 -22 -2012
BID DESCRIPTION: KALATEL MOBILEVIEW III/V AND PENTA 8116 SURVEILLANCE SYSTEM
PRODUCT /SERVICE AS REQUIRED BY THE BIG BLUE BUS
Wincal Technology Corp
Montebello. CA
DESCRIPTION
Hourly Rate
Cost/Year
Cost of inspecting and performing repairs on approx. 200 buses 6
times /year (approx. 1200 hours of service), per bus, per hour
$75
Cost of inspecting and peforming repairs on an on -call basis, per bus,
per hour
$75
Year One (approx. 1200 hours of service
$75
$90,000
Renewal option: Year Two (approx. 1200 hours of service
6% increase over previ292 ear
$95,400
Renewal o tion: Year Three (approx. 1200 hours of service
6% increase over revious year
$101,124
Total for 3 Years.
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$286,524
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Pa ment Terms