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HomeMy WebLinkAboutStaff Report 4.C 10/16/2017��4k1 DATE: TO: I I • ►i Agenda Item #4.0 October 16, 2017 Honorable Mayor and Members of the City Council through City Manager Amy Reeve, Director of Human Resources SUBJECT: Resolution of the City Council of the City of Petaluma Authorizing the City Manager to Execute Purchase Orders, Maintenance and Other Documents Necessary for the Expansion of Video Surveillance and Access Control Systems on Various City Buildings RECOMMENDATION It is recommended that the City Council approve the attached Resolution of the City Council of the City of Petaluma Authorizing the City Manager to Execute Purchase Orders, Maintenance and Other Documents Necessary for the Expansion of Video Surveillance and Access Control Systems on Various City Buildings. BACKGROUND The Police, Human Resources, and Information Technology Departments have identified certain City buildings which require expanded use of video surveillance to deter vandalism to City property, harm to employees and their personal and /or City vehicles. Video surveillance also aids in identification of various suspects and perpetrators. Access controls to certain egress will enable better control of accessibility to City buildings, limited to authorized personnel. The City will continue its normal operations, and the ability of the public to access public meetings and other services will not be adversely affected. Between 2012 and 2016, there were incidents of theft, vandalism, and threats against persons at City Hall, Police Department and Community Center. Prior to this time period, serious incidents had occurred at the Police Department. The Community Center has experienced an increase in subjects using the facility for purposes besides recreation and scheduled events, resulting in an increased number of police calls for service. Staff has evaluated the infiastructure of these facilities and identified four key areas for enhanced security measures: controlled access to exterior doors, controlled access to employee only and secure building sections, increased surveillance monitoring and recording, and in the case of the Police Department perimeter security. The City has chosen Stanley Convergent Security Solutions, Inc. to expand the existing access control and monitoring at City Hall and the Police Department, which Stanley already provides, as well as to install new service at the Community Center. Stanley recently installed surveillance systems at Ellis Creek Water Treatment Center and the Marina. In order to have full integration and robust surveillance system, it benefits the City to retain Stanley who is already providing this service for the City. The City will continue its normal operations and the ability of the public to access public meetings and other services will not be adversely affected. The expanded use of video surveillance and monitoring should deter criminal incidents from occurring to City property, prevent haim to employees and increase safety to members of the public using the property. The expanded use of video surveillance and monitoring will further aid in the investigation of a crime if one occurs.. DISCUSSION Staff recommends that video surveillance and access controls are necessary to reduce the risk of vandalism and harm to City employees in certain City buildings. The City already has a substantial investment in Stanley video surveillance and access control systems, since Stanley's standards for video surveillance and access control systems were developed in 2013 and have been in use since. A quote was obtained from Stanley Security for video surveillance and access control systems to expand and integrate our existing service. In accordance with City Municipal Code 4.04.050, bidding procedures can be dispensed with only when the commodity can be obtained from one vendor. Since Stanley currently provides surveillance equipment to several City departments, the City must use Stanley as the surveillance provider in order to receive the maximum benefit and not expend additional funds for surveillance integration. FINANCIAL IMPACTS Total project costs, including hardware, software, installation, training and five years' maintenance, lease expense and sales tax is not to exceed $119,000. Funding is in place within the Risk Management budget, fund 7400. ATTACHMENTS 1. Resolution Authorizing the City Manager to Execute Purchasing Documents ATTACHMENT 1 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PETALUMA AUTHORIZING THE CITY MANAGER TO EXECUTE PURCHASE ORDERS, MAINTENANCE AND OTHER DOCUMENTS NECESSARY FOR EXPANSION OF VIDEO SURVEILLANCE AND ACCESS CONTROL SYSTEMS ON VARIOUS CITY BUILDINGS WHEREAS, the City of Petaluma utilizes a functioning, well integrated workforce for the performance of all business and administrative functions; and WHEREAS, the acquisition of video surveillance and access control systems is funded in the Risk Management budget; and WHEREAS, the existing City standard for video surveillance and access control systems is already provided by Stanley Security; and WHEREAS, cooperative purchasing requirements of the Petaluma Municipal Code, section 4.04.050 allow for the acquisition under the sole source provision; and WHEREAS, since Stanley currently provides surveillance equipment to several City departments, the City must use Stanley as the surveillance provider in order to receive the maximum benefit and not expend additional funds for surveillance integration; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma as follows: 1. Authorizes the City Manager to execute the purchases, maintenance and other documents necessary to expand video surveillance and access control systems from Stanley Security in an amount not to exceed $119,000.00.