SR 06-22-2021 3C
City Council Report
City Council Meeting: June 22, 2021
Agenda Item: 3.C
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To: Mayor and City Council
From: Edward F King, Director, Department of Transportation, Transit Maintenance
Subject: Award Bus Video Recorder Hardware
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4403 to Luminator Technology Group for the purchase of RoadRunner
Networked Video Recorders (NVR) for Department of Transportation, Big Blue Bus
division; and
2. Authorize the Procurement Manager to issue a purchase order with Luminator
Technology Group for RoadRunner NVRs in an amount not to exceed $305,357 for one
year, with no renewal options, with future year funding contingent on Council budget
approval.
Summary
Staff recommends award of Bid #4403 and to execute a purchase order in the amount
of $305,357 with Luminator Technology Group for the purchase of up to 89
RoadRunner Network Video Recorder (NVR) systems. This purchase order would allow
the Department of Transportation, Big Blue Bus (BBB) division, to retrofit obsolete video
surveillance systems on 82 of its 189 transit buses, with 7 spare units, to improve the
reliability of these systems and to ensure that replacement parts are available to keep
the video surveillance system operational through the useful life of the transit buses.
BBB will use transit maintenance mechanic staff to perform the retrofit.
Discussion
Video surveillance systems are invaluable to the Department of Transportation to
investigate accidents and reported incidents inside and outside of buses as they capture
and store video and audio data for future use. Passengers are notified of both video and
audio recordings by a sign posted toward the front of the bus near the internal
destination sign. All recordings are the property for the Department of Transportation
and are only accessible by authorized City personnel based on job function. The
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Department of Transportation closely monitors the chain of custody of video recording
systems to ensure that footage remains intact. Video footage is stored on NVR systems
with the oldest footage being overwritten by new footage on a rolling basis. The length
of time video footage is available is approximately one week from the date of recording
based on the size of the NVR storage drive and operation of the vehicle.
Due to the importance of the video data captured by bus surveillance systems, it is
critical that the systems are maintained in good condition. Video recorders installed on
82 transit buses have become obsolete with the manufacturer discontinuing support for
parts and seven additional spare cameras in the event of equipment failure or damage.
These obsolete video recorders are less reliable than other models in BBB’s fleet with a
video recovery rate nine percent lower than the fleet average.
Staff evaluated available video recorder models and selected the RoadRunner system
because of its compatibility with BBB’s existing analog and digital internet protocol-
based cameras in use on its fleet of transit buses and as the system can accommodate
up to 16 cameras. In addition, video records can be accessed from the RoadRunner
system wirelessly as BBB’s new Computer-Aided Dispatch/Automated Vehicle Location
(CAD-AVL) system (which is scheduled for implementation starting FY21-22) will allow
for wireless downloading of video data.
Vendor/Consultant Selection
Bidder Recommendation
Best Bidder Luminator Technology Group
Evaluation Criteria Price, ability to provide materials, ability to meet
specifications
Municipal Code SMMC 2.24.180
Submittals Received
Luminator Technology
Group $305,357 Gillig LLC $318,890
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Bid Data
Date
Posted Posted On
Advertised in City
Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
3/10/2021
City’s online
vendor portal
Santa Monica Daily
Press 14 3/29/2021
Best Bidder Justification
Bids were evaluated based on the criteria in SMMC 2.24.180 including price,
ability to provide the materials, and ability to meet the specifications included in
the bid. Luminator Technology Group is the manufacturer of the RoadRunner
video recorder systems and provided a response that met the City’s specifications
in addition to being the lowest priced bidder. Based on price and ability to provide
materials that meet the City’s specifications, Luminator Technology Group is
recommended as the best bidder.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Safety & Security Proposition 1B fund
to award a purchase order with Luminator Technology Group for the purchase of up to
89 RoadRunner network video recording systems including seven spare units that
would be used for replacement of inoperable systems.
Contract/Agreement Request
FY 2021-22 Budget Department/CIP Account # Total Contract Amount
Request Amount
$305,357 C6004910.689000 $305,357
Prepared By: David Nanjo, Administrative Analyst
Approved
Forwarded to Council
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Attachments:
A. Luminator Oaks
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CITY OF SANTA MONICA OAKS INITIATIVE DISCLOSURE FORM
In 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.” If 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 any 12-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- monthperiod;4.Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period;
5.Land use variance, special use permit, or other exception to an established land use plan, where thedecision 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 period.
Name(s) of persons or entities receiving public benefit: Luminator Technology Group, Inc.
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest: None
Prepared by: Title:
Signature: Date:
Email: Phone:
FOR CITY USE ONLY:
Bid/PO/Contract # Permit #
Saundra Ortiz Proposal Manager
March 26, 2021
saundra.ortiz@luminator.com 425.219.6999
Kirk Goins, CEO of Luminator Technology Group
3.C.a
Packet Pg. 37 Attachment: Luminator Oaks (4556 : Award Bus Video Recorder Hardware)