SR 06-28-2022 5F
City Council
Report
City Council Meeting: June 28, 2022
Agenda Item: 5.F
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To: Mayor and City Council
From: Edward F King, Director, Department of Transportation, Transit Maintenance
Subject: Award Bid to Wincal Technology Corporation for Transit Bus On-Board
Surveillance System Inspection and Repairs
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4424 to Wincal Technology Corporation for inspection and repairs to
surveillance systems on board transit buses for the Department of
Transportation, Big Blue Bus (BBB) Division.
2. Authorize the City Manager to negotiate and execute an agreement with Wincal
Technology Corporation, in an amount not to exceed $684,361 which includes a
10% contingency over a five-year period, with future year funding contingent on
Council budget approval.
Summary
The City of Santa Monica’s Department of Transportation (DOT), Big Blue Bus (BBB)
Division, currently operates 195 transit buses operating across fifty-eight square miles
of congested routes. Transit on-board surveillance systems are installed on all transit
buses to help staff investigate accidents and incidents that occur inside or outside of the
buses. Staff recommends awarding Bid #4424 to Wincal Technology Corporation for
inspection and repair of transit bus on-board surveillance systems. The award to Wincal
will ensure that video footage recorded on buses is accessible in the event of an
accident or incident. The agreement for five years would be in an amount not to exceed
$107,850 for the first year, with the total five-year contract amount not to exceed
$684,361, which includes a 10% contingency.
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Discussion
BBB on-board video surveillance systems are comprised of cameras, audio recorders,
and recording storage devices that capture and record video footage of the interior and
exterior of buses. DOT, Risk Management Division, and the Santa Monica Police
Department and other law enforcement agencies use these recordings in their
investigations of accidents or incidents involving transit buses. Clear, accessible
recordings are important evidence in these investigations and require the on-board
cameras and recorders to be in good operating condition. Due to the environment in
which these systems operate, routine maintenance and repairs are needed to ensure all
cameras can properly record video data and that video footage is available for
investigations.
Maintenance of on-board video recording systems includes ensuring proper
configuration; inspecting electrical wiring, fuses, and relays; synchronizing camera time;
cleaning camera lenses; inspecting and adjusting camera positions; and verifying that
cameras are properly connected to recording devices. During vendor inspections, all
system firmware and software is checked and updated per Original Equipment
Manufacturer specifications. Additionally, all cameras are checked for clarity, with any
necessary adjustments being made to ensure proper functionality. Each transit bus has
between 6 and 17 cameras depending on the bus length and type.
DOT has historically contracted out the maintenance and repair of the on-board
surveillance systems on its fleet of transit buses in accordance with guidance set forth in
the “Contracted and As-Needed Staffing Review Policy, Practice, Recommendations”
report approved by Council on January 13th, 2015. DOT contracts this work due to the
specialized technical skill needed to perform firmware and software troubleshooting and
updates, the specialized equipment needed to properly troubleshoot and repair video
recording systems.
DOT also contracts out this work due to risk exposure created by DOT staff having the
ability to access video recordings that could potentially be used in a legal case involving
DOT. When legal cases arise from incidents involving transit buses the chain of custody
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of recorded video footage is scrutinized to ensure that DOT staff are not able to alter or
delete footage relevant to the case. For this reason, DOT staff do not currently have the
ability to view or potentially edit stored video footage on video recorders to avoid a
perceived conflict if they were able to view and potentially delete video footage that may
demonstrate that a mechanical failure was the cause of an accident.
Bid #4424 requires the vendor to provide the facility and equipment needed to
troubleshoot, repair, and rebuild on-board video surveillance and recording systems,
saving the City costs associated with the purchase, storage, and replacement of
equipment. Staff recommends award of Bid #4424 to Wincal Technology Corporation.
Vendor Selection
Best and Only Bidder Wincal Technology Corporation
Submittals Received Selection Criteria
Wincal $ 684,361 Municipal Code SMMC 2.24.180
Evaluation Criteria Price: quality of services offered; ability and skill of bidder to
perform services promptly; experience of bidder
Bid Data
Date Posted Posted On Advertised In
Vendors
Downloaded
Date Publicly
Opened
3/16/2022
City's Online
Bidding Site
Santa Monica
Daily Press 15 4/13/2022
Additional Vendor Outreach & Justification to Award
The City received No-Bid response from Gillig LLC, Global Diversified Voltage, John
A. Martin & Associates, and Luminator Technology Group. Gillig LLC, Global
Diversified Voltage, and John A. Martin & Associates responded that they do not
offer the services requested, and Luminator responded that they missed the
question-and-answer deadline and could not successfully respond. Wincal has a
positive history of providing these services to the Department of Transportation
providing timely repairs and inspection services. Based on these criteria, Wincal is
recommended as the best bidder.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the DOT’s Big Blue Bus fund to award a
contract with Wincal Technology Corporation to provide inspection and repairs to transit
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bus on-board video surveillance systems. Future year funding is contingent on Council
budget approval.
Contract Request
FY 2022-23 Budget
Request Amount
Future Years’ Budget
Request Amount
Department/
CIP Account #
Total Contract
Amount
$32,850 $181,511 60600008.529300 $214,361
$60,000 $325,000 60600008.550012 $385,000
$15,000 $70,000 C6004750.689000 $85,000
$107,850 $576,511 Total $684,361
Prepared By: David Nanjo, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Wincal Oaks
B. FY22 Wincal Oaks
C. Contract and As-Needed and Staffing Review Report (Web Link)
D. Contacting Staff Report link (Web Link)
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5.F.a
Packet Pg. 145 Attachment: Wincal Oaks (5132 : Award bid for transit bus on-board surveillance system repairs)
5.F.b
Packet Pg. 146 Attachment: FY22 Wincal Oaks (5132 : Award bid for transit bus on-board surveillance system repairs)