SR-10-13-2015-3F
City Council
Report
City Council Regular Meeting: October 13, 2015
Agenda Item: 3.F
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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
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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
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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
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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.
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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)