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SR-10-13-2015-3F City Council Report City Council Regular Meeting: October 13, 2015 Agenda Item: 3.F 1 of 5 To: Mayor and City Council From: Edward King, Director, Big Blue Bus, Transit Maintenance Subject: Award Bid to Provide Transit On Board Surveillance System Service and Repair Recommended Action Staff recommends that the City Council: 1. Award Bid #4192 to Wincal Technology Corporation, a California-based company, for transit onboard surveillance system service and repair; 2. Authorize the City Manager to negotiate and execute a contractual service agreement with Wincal Technology Corporation in an amount not to exceed $95,000 for one year, with two additional one-year renewal option(s) in the amount of $198,636, on the same terms and conditions with a 3% increase for the first renewal period and subsequent renewal years, for a total amount not to exceed $293,636 over a three-year period, with future year funding contingent on Council budget approval. Executive Summary Staff recommends award of Bid #4192 and to negotiate and execute a contractual service agreement with Wincal Technology Corporation for a one-year period in the amount of $95,000 with two additional one-year renewal options, for an amount not to exceed $293,636 over a three-year period for the service and repair of onboard surveillance systems on transit buses at specified unit prices plus applica ble sales tax set forth in the agreement. This is a contractual service agreement as the sum of the aggregate years exceeds the threshold amount. Background In 2004, Big Blue Bus retrofitted over 190 buses with onboard video recording surveillance systems. The systems included six analog cameras and a Digital Video 2 of 5 Recorder (DVR) for storage of audio and video taken from five cameras inside of the buses and one outside camera. Since then, buses have been purchased with onboard surveillance systems as a standard feature. As with all technology, audio and video surveillance systems have improved with time. New 60-foot articulated coaches purchased this year are equipped with up to 16 cameras per bus, enabling staff to review images from all angles of the interior and exterior of a bus when conducting accident and incident investigations. Currently, Big Blue Bus operates 196 transit coaches with onboard audio and video surveillance systems. Due to the different ages of the buses, the camera systems vary with bus types. For example, the newest bus types have sophisticated Internet Protocol (IP) digital cameras that produce sharp high definition images. The older buses have analog cameras that produce clear images, however, video can only be viewed at 15 frames per second as opposed to the new camera systems that stream video at 30 frames per second. The surveillance systems are now an essential and standard feature in most transit systems. They are invaluable in accident investigations and for validating or refuting situations reported to occur inside or outside of buses. The award of Bid #4192 to Wincal Technology Corporation would ensure that the surveillance systems are maintained to Original Equipment Manufacturer (OEM) recommendations and that audio and video are captured and recorded for future review. Discussion Although audio and video surveillance equipment for transit vehicles has improved with technology over the years, the operating environment and the elements impact the equipment and maintenance requirements for these systems. To counter these, the video surveillance system must have routine scheduled preventative maintenance and repairs performed. The cameras and lenses must be cleaned, cameras and mounting devices must be inspected for proper angle positioning, the recording systems must be checked for proper connectivity and cleanliness and the system firmware and software 3 of 5 must be checked and updated periodically. BBB staff performs minor inspections, troubleshooting and repairs; however, to ensure reliability of the onboard camera system and the ability to produce requested images, outside resources are needed as the number of BBB staff that can service and repair the equipment is limited. The award of this bid would enable the survei llance systems on 196 buses to be inspected on a bimonthly basis and repaired as needed. Method of Service On August 26, 2014, staff was directed by Council to review contracted services throughout the City and identify situations where contracted services could be brought in-house. Per the Attachment A of the January 13, 2015 Staff Report , titled Contract and As-Needed Staff Review Report, the periodic maintenance and repair of onboard audio and video surveillance systems services is not called out in the report because of the $100,000 threshold. However, staff reviewed these services in the same manner as those called out in the January 13, 2015 report. After careful review and consideration, staff determined that this service is best contracted out given the specialized expertise needed to inspect and repair the onboard audio and video surveillance systems. The total expenditure for the three-year term is $293,636 and, as a formal bid, requires Council approval. The alternative to awarding bid #4192 is to perform all periodic maintenance and repairs of onboard audio and video surveillance systems in-house. This would require two additional full-time employees and in-depth training of staff on the method and process of inspecting and repairing a variety of onboard audio and video surveillance systems. To bring this service in-house, two additional full-time technicians are required, with a total anticipated additional, annual expenditure to be $200,602. Based on the additional, annual expenditures to bring this service in-house, staff recommends that BBB continue performing minor troubleshooting and repair of onboard audio and video surveillance systems in-house and to award bid #4192 to Wincal Technology Corporation for periodic maintenance and rep air of onboard audio and 4 of 5 video surveillance systems. Vendor/Consultant Selection In August 2015, the City published Notices Inviting Bids to provide onboard audio and video surveillance system maintenance and repair services as required by the Big Blue Bus Transit Maintenance Division responsible for the maintenance of transit coaches in accordance with City scope of work. The bid was posted on the City’s online bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. A total of 1,031 vendors were notified, of which 38 vendors downloaded the bid. One bid and four no-bid responses were received and publicly opened on August 25, 2015. The bid was evaluated based on the criteria in SMMC 2.24.072, including price, previous experience, capacity and skill, ability to deliver and provide future service, and compliance with City specification and scope of work. Procurement conducted additional outreach to vendors who downloaded the bid to see why they did not submit a bid; some vendors were not providers of the transit specific surveillance system or did not see the bid in time. The onboard surveillance system is unique to the transit industry and to BBB’s fleet. The bid was evaluated based on the criteria in SMMC 2.24.072, including price, previous experience, ability to deliver, quality of product, and compliance with City specifications. Wincal Technology Corporation has provided onboard surveillance system maintenance and repair services since 1992. Their client base includes 20 Southern California transit systems, including Big Blue Bus for the past eight years. Staff received positive remarks from references. Based on positive history with the vendor, quality of work performed in the past eight years and positive reference checks, Wincal Technology Corporation is recommended as the best bidder for the maintenance and repair of onboard surveillance system on transit buses in accordance with City specifications. 5 of 5 Financial Impacts and Budget Actions Please revise the Financial Impact & Budget Action section as follows: The agreement to be awarded to Wincal Technology Corporation is for an amount not to exceed $293,636. Funds in the amount of $95,000 are available in the FY 2015 -16 budget in the Big Blue Bus Department. The agreement will be charged to the following accounts: 41651.544220 $30,000 41651.555011 $44,000 C410106.589000 $21,000 Total $95,000 Prepared By: Getty Modica, Transit Maintenance Officer Approved Forwarded to Council Attachments: A. F4192 BUS SURVEILLANCE EQUIPMENT MAINTENANCE AND REPAIR BID RESULTS Oaks:Incomplete Business License:- Addendum #1:Submitted Living Wage:Complete (Subject to) Arizona:Complete- No presence SUPPLEMENTAL:RESPONSE Specify alternate Terms and Conditions if applicable:- Period 3 (Second Annual Renewal Option):3% Increase of previous year's price for all areas or options. Please describe any additional fees & charges not listed above:- Payment Terms:Net 30 Period 2 (First Annual Renewal Option):Same price, terms, and conditions offered RENEWAL OPTIONS:RESPONSE Overhaul DVR:$250.00 per DVR Quarterly Inspection (PMI & minor repairs including reports):$80.00 per bus/per quarter DESCRIPTION OF SERVICES PRICING BID CLOSE DATE: 8/25/2015 Montebello, California Attachment - A BID #: 4192 Wincal Technology Corporation Percentage of mark up or discount on parts on related items not listed:10% Troubleshooting:$80.00 per hour Repairs Onsite (BBB):$80.00 per hour Repairs at vendor location $60.00 per hour     Reference:    CONTRACT NO. 10197   (CCS)