HomeMy WebLinkAbout04 - Newport Beach Police Station Video Surveillance System Replacement — Award of Contract No. 9500-1Q �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
July 9, 2024
Agenda Item No. 4
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Peter Tauscher, Senior Civil Engineer - 949-644-3316,
PTauscher@newportbeachca.gov
Newport Beach Police Station Video Surveillance System
TITLE: Replacement — Award of Contract No. 9500-1
ABSTRACT:
The City of Newport Beach received bids for the Newport Beach Police Station Video
Surveillance System Replacement project and requests City Council approval to award
the construction contract to Vector Resources Inc., DBA Vector USA (Vector). The project
consists of replacing the camera surveillance system throughout the Police Department
Headquarters building.
RECOMMENDATIONS:
a) Find this project exempt from the California Environmental Quality Act (CEQA)
pursuant to Section 15301(a) (interior and exterior alterations involving such things as
interior partitions, plumbing, and electrical conveyances) of the CEQA Guidelines,
because this project has no potential to have a significant effect on the environment;
b) Approve the project plans and specifications;
c) Award Contract No. 9500-1 to Vector Resources Inc., DBA Vector USA for the total
bid price of $318,370.44, and authorize the Mayor and City Clerk to execute the
contract; and
d) Establish a contingency of $32,000 (approximately 10 percent of the total bid) to cover
the cost of unforeseen work not included in the original contract.
DISCUSSION:
The Police Department Headquarters' building existing site and building surveillance
system is beyond its service life and in need of significant upgrades. The new system will
replace cameras in the jail, evidence rooms, shooting range, lobby and building exterior.
Additionally, recordings will be archived for 21 months, which is a significant upgrade to
the current inefficient data collection system. An architect was engaged, and bidding
documents were prepared for the replacement of the Police Department's surveillance
system.
4-1
Newport Beach Police Station Video Surveillance System Replacement —
Award of Contract No. 9500-1
July 9, 2024
Page 2
At 2 p.m. on May 23, 2024, the City Clerk opened and read the following bids for this
project:
BIDDER
TOTAL BID AMOUNT
Low*
iTECH 2, Inc.
$
250,000.00
2nd
Vector Resources Inc., DBA Vector USA
$
318,370.44
3rd
Edgeworth Security, LLC.
$
379,997.00
4th
RD Systems
$
432,960.77
5th
Blue Violet Networks
$
494,724.40
6th
Birdi & Associates, Inc.
$
554,000.00
7th
Convergint Technologies
$
626,898.00
8th
Secsol, Inc.
$
698,070.00
*Non -Responsive Bid
The apparent low bidder for this project, iTECH 2, Inc., submitted a bid approximately
45 percent lower than the Engineer's Estimate of $460,000. Staff reviewed the bid
documents and found the bid non -responsive. The bid submittal did not include notarized
documents or bonds as required by the bidding documents. The second low bidder,
Vector, submitted a bid approximately 31 percent less than the Engineer's Estimate.
Vector submitted all the required documents and possesses a Classification "C-7"
License, Low Voltage Systems Contractor, as required by the project specifications. A
check of the contractor's references indicates satisfactory completion of similar projects
for other public agencies.
Work necessary to complete this contract consists of mobilizing to the site; providing
submittals; completing employee background verification; removing and replacing the
existing video surveillance system; providing new computers and monitors in the jail
office, Watch Commander's office and lobby; installing a new server rack, video
management software (VMS), other necessary software and obtaining required software
licenses; installing new wiring; and completing close out documents. Initial work is
expected to begin in August 2024.
Pursuant to the contract documents, the contractor will have 30 consecutive working days
to complete the project.
The project plans and specifications will be available for review at the July 9, 2024 City
Council meeting or upon request.
FISCAL IMPACT:
Sufficient funding is available from prior year salary savings within the Police Department,
which have been carried over to fund this project. The funds will be expensed from the
following account within the General Fund-
4-2
Newport Beach Police Station Video Surveillance System Replacement —
Award of Contract No. 9500-1
July 9, 2024
Page 3
Account Description
Police IT Equipment Account
Proposed fund uses are as follows:
Vendor
Vector USA
Vector USA
Various
Account Number Amount
0103522-911024-PDCAM $ 355,370.44
$ 355,370.44
Purpose Amount
Construction Contract $ 318,370.44
Construction Contingency $ 32,000.00
Printing & Incidentals $ 5,000.00
$ 355,370.44
Staff recommends establishing $32,000, approximately 10 percent, for contingency
purposes to cover the cost of unforeseen work associated with construction.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this project exempt from the California
Environmental Quality Act (CEQA) pursuant to Section 15301(a) (interior and exterior
alterations involving such things as interior partitions, plumbing, and electrical
conveyances) of the CEQA Guidelines, because this project has no potential to have a
significant effect on the environment.
NOTICING -
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Location Map
4-3
ATTACHMENT A
Newport Beach Police Station
Video Surveillance System
Replacement
NOT TO SCALE
CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
LOCATION MAP
C-9500-1 7/9/2024 4-4