SR 06-12-2018 3C
City Council
Report
City Council Meeting: June 12, 2018
Agenda Item: 3.C
1 of 4
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 #4317 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 an agreement with Wincal
Technology Corporation, in an amount not to exceed $117,711 including a
$10,701 contingency, for one year, with three-additional contract years, with a
6% increase in the second contract year and a 5% increase in the third and
fourth contract years, for a total amount not to exceed $511,060 over a four-year
period, with future year funding contingent on Council budget approval.
Executive Summary
The Big Blue Bus (BBB) sub-regional transit system has a fleet of more than 200 buses
operating across 58 square miles of congested routes that annually carry nearly 14
million passengers. Transit on-board surveillance systems are installed on all BBB
transit buses to help staff investigate accidents and incidents that occur inside and
outside of the buses. To ensure they remain in good working order, staff recommends
award of Bid #4317 to Wincal Technology Corporation (Wincal) to provide maintenance
and repair services for these systems. The expenditure for this bid is not to exceed
$511,060, which includes a 10% contingency, over a four-year period.
Background
BBB operates 200 transit coaches with on-board audio and video surveillance systems.
Due to different ages of the buses, the camera systems vary with bus types. Although
audio and video surveillance equipment for transit vehicles has improved with
technology, the operating environment and the elements affect the equipment and
2 of 4
maintenance requirements for these systems. The on-board video surveillance systems
require routine maintenance as well as repairs to ensure that all cameras are able to
properly record and store video for later use.
All equipment must be maintained to the original manufacturer’s standards. Because of
the complex technology and round-the-clock demands of this work, BBB opted to
outsource this service. On October 13, 2015, City Council awarded Bid #4192 to Wincal
Technology Corporation for an amount not to exceed $293,636 over a three -year
period. The existing contract ends on October 31, 2018, requiring BBB to solicit bids for
transit on-board surveillance system repairs and maintenance for its fleet of transit
buses.
Discussion
Big Blue Bus, as well as Santa Monica Police Department and other law enforcement,
use recordings from bus surveillance systems during the investigation of an accident or
incident involving a BBB transit bus. The maintenance of this system includes ensuring
proper configuration, inspecting electrical wiring, fuses and relays, synchronizing the
camera time, cleaning of camera lenses, inspection and adjustment for positioning of
the camera and mounting devices, and connectivity and cleanliness of the recording
systems. During vendor inspections, all system firmware and software is checked and
updated per OEM specifications. Additionally, all cameras are checked for clarity,
visibility and accuracy by recording and viewi ng footage, with any necessary
adjustments being made to ensure proper functionality. Each bus features 6 to 17
cameras, depending on the bus length and bus type.
The award of this bid would enable the surveillance systems on BBB transit buses to be
inspected on a quarterly basis and repaired as needed. The type of inspection, as well
as detailed results of any associated repairs performed by the vendor are tracked and
reported to BBB.
Vendor/Consultant Selection
3 of 4
On January 26, 2018, the City published Notices Inviting Bids to provide on-board audio
and video surveillance system maintenance and repair services 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. Thirty-three (33) vendors downloaded the bid. One bid was
received and publicly opened on February 15, 2018 per the table below:
Cost Estimate Wincal Technology Corp.
Estimate 4-year period $464,600
10% Contingency $46,460
Contract 4-year Total $511,060
The bid was evaluated based on the criteria in SMMC 2.24.072, including price,
previous experience, capacity and skill, ability to deliver, quality of product, and
compliance with City specifications and scope of work. There were no “No Bid”
responses, and procurement conducted additional outreach to vendors who
downloaded the bid to see why they did not submit a bid and received two responses.
One bidder stated that they did not have an installer in the area to perform work as
described in the bid scope, and a second bidder stated that the bid called for different
manufacturer’s equipment than they were able to supply. Wincal has had a positive
history of providing on-board audio and video surveillance system maintenance and
repair services for transit buses, and is able to meet all of the City’s requirements. In
addition, staff compared the bid pricing to the previous price submitted by Wincal and
determined the new bid pricing to be reasonable. Based on these criteria, Wincal
Technology Corporation is recommended as the best bidder.
Financial Impacts and Budget Actions
The contract to be awarded to Wincal Technology Corporation is for an amount not to
exceed $511,060 over a four-year period, which includes a 10% contingency. Funds of
$117,711 are available in the Proposed FY 2018-19 Operating Budget in the Big Blue
Bus department and the Proposed FY 2018-20 Capital Improvement Program Budget.
The contract will be charged to accounts 60600008.529300, ($24,532.50)
60600008.550012, ($74,300) and C6004750.689000 ($8,177.50). Budget actions
4 of 4
related to the FY 2018-20 Proposed Capital Improvement Program Budget are included
in Item 9-X on the June 12, 2018 agenda. Future year funding is contingent on Council
budget approval.
Prepared By: David Nanjo, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Wincal Oaks
CITY OF SANTA MONICA
OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS'
oRoTHERBENEF|TSFROMTHEC|TYoFSANTAMONICA
Santa Monica's voters adopted a City Charter amendment commonly known as the Oaks
lnitiative. The oaks lnitiative requires the City to provide this notice and information about the
Initiative's requirements. you may obtain a full copy of the Initiative's text from the City Clerk.
This information is required by City Charter Article XXll-Taxpayer Protection. lt prohibits
a public officialfrom receiving, and a person or entity from conferring, specified personal benefits
or campaign advantages from a person or entity after the official votes, or otherwise takes official
action, to award a "public benefit" to that person or entity. The prohibition applies within and
outside of the geographical boundaries of Santa Monica'
All persons or entities applying or receiving public benefits from the City of Santa Monica
shall provide the names of trustees, directors, partners, and officers, and names of persons with
more than a 10%equity, participation or revenue interest. An exception exists for persons serving
in those capacities as volunteers, without compensation, for organizations exempt from income
taxes under section 501(c)(3), (4), or (6), of the Internal Revenue code. However, this exception
does not apply if the organization is a political committee or controls political committees'
Examples of a ',public benefit" include public contracts to provide goods or services worth more
than $25,000 or a land use approvalworth more than $25,000 over a 12-month period'
ln order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any person or
persons who is seeking a "public benefit." lf the "public benefit" is sought by an entity, rather than
an individual person, the information includes the name of every person who is: (a) trustee' (b)
director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore,
if you are seeking a ,'public benefit" covered by the oaks Initiative, you must supply that
information on the oaks lnitiative Disclosure Form. This information must be updated and
supplied every 12 months.
-
=tt'
_=,::r;i;
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
ln order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles
and maintains certain information. That information includes the name of any person or persons
who is seeking a "public beneflt." lf the "public benefit" is sought by an entity, rather than an
individual person, the information includes the name of every person who is' (a) trustee, (b)
director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity'
Public benefits include:
1. Personal services contracts in excess of $25,000 over any12-month period;
2. sale of material, equipment or supplies to the city in excess of $25,000 over a 12-month
period;
3. 'purchase, sale or lease of real property to or from the City in excess of $25,000 over a
'12- month Period;4. Non-competitive franchise awards with gross revenue of $50,000 or more in any12-
month Period;5. Land use variance, special use permit, orotherexception to an established land use plan,
where the decision has a value in excess of $25,000;
6. Tax,'abatement, exception, or benefit" of a value in excess of $5,000 in any'12-month
period; or
7 . payment of "cash or specie" of a net value to the recipient of $10,000 in any 12-month
oeriod.
Name(s)ofpersonsorentitiesreceivingpublicbenefit:
/N! /N(4L 7r(HnUu ef (a12P
Name(s)oftrustees,directors,partners,andofficers'
-Tonn'rf CHAAq
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
-7?r:hrqf AHA'L)+
Prepared oy 72fultl/f /#ANf :itt"'
Date: 2-tJ:-15Signature:
Email:
FOR CITY USE ONLY
Bid/PO/Contract #
8eD
REFERENCE:
Contract No. 10690
(CCS)