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HomeMy WebLinkAboutItem 1f - Police Station Camera System and Video Storage Upgrade DATE: March 20, 2018 TO: Honorable Mayor and City Council FROM: Robert Guthrie, Chief of Police By: Jennifer Brutus, Management Analyst SUBJECT: PURCHASE AND UPGRADE OF THE POLICE STATION’S CAMERA SYSTEM AND VIDEO STORAGE (PHASE II) BY CELPLAN TECHNOLOGIES, INC. IN AN AMOUNT NOT TO EXCEED $80,000 Recommendation: Approve SUMMARY It is recommended that the City Council approve the purchase of an upgrade for the Police Department’s station camera system also known as a Closed Circuit TeleVision (“CCTV”) system. This purchase is Phase II of the Department’s camera system upgrade project. The upgrade would be installed by CelPlan Technologies, Inc. in an amount not to exceed $80,000. The products and services provided in this upgrade include new camera equipment and cabling, camera licenses, video storage expansion, compatibility with existing Genetic software recording system, and technological camera services including surveying, design, installation, project management, supervision, configuration, and testing. BACKGROUND The Arcadia Police Department’s current CCTV system was installed in 2003 when the current police building was built. In 2016, it was discovered that many of the cameras throughout the interior and exterior of the building exceeded their life expectancy and were obsolete or non-operational. It was determined that improvements in camera technology (analog vs. digital), recording retention requirements, and civil liability concerns could only be fulfilled by upgrading the station’s cameras and cabling system. In 2017, the Department began the upgrade process and replaced the first half of the cameras, which included 21 cameras with cabling, installation of two audio recording microphone domes, technological camera services related to the upgrade, and a one- year maintenance plan. Due to the high cost of equipment and services, the Department chose to complete the upgrade in two phases. Police Station Camera System Upgrade by CelPlan Technologies, Inc. March 20, 2018 Page 2 of 2 DISCUSSION As part of the FY 2017-18 Equipment Replacement Program, the Department is requesting approval to complete the remaining half of the upgrade. Phase II will cover 15 cameras with Ethernet cabling, mounting hardware, installation and configuration, camera licenses, and a server upgrade. The camera portion will cost approximately $62,000 and the memory upgrade will cost $18,000. The cameras will be installed in various internal and external locations throughout the building, including three inside the investigation interview rooms with added microphones and amplifiers. In regards to the memory upgrade, the video system will be equipped with two 1TB (terabyte) and six 6TB drives for maximum video storage and retention. The Department will purchase the products and upgrade from CelPlan Technologies, Inc. CelPlan was awarded the project in 2016 when the Arcadia Police Department conducted a Request for Proposals for camera hardware/software products and maintenance services. CelPlan was found to be a highly qualified provider of the City’s camera needs; and the company successfully completed Phase I of the project on time and within budget. APD’s camera system runs off of a unique video management software called Genetec and at the conclusion of the 2016 bid process, it was discovered that CelPlan is the only company licensed with Genetec to provide and operate such system. No other company, besides CelPlan, submitted a proposal for Phase I and the Department also solicited other known camera companies during the RFP process who declined participation for the reason of not being a reseller of Genetec. Certain cameras in the market will not run on Genetec as they are proprietary in nature and will only work on their proprietary video management system. After extensive discovery work, CelPlan has detailed knowledge of the current system, which makes additional upgrades and expansions more efficient. By having CelPlan complete the second phase of the upgrade, the Department ensures compatibility, functionality, and performance. The Department could very well go with another camera company who operates a different camera software system; however, this would be cost prohibitive (the Department would need to invest in a new video management system and this investment was already made during Phase I) and counterproductive (CelPlan engineers have created a custom design for the station’s camera system making it easier to visualize new requirements, troubleshoot repairs, and operate current cameras). Police Station Camera System Upgrade by CelPlan Technologies, Inc. March 20, 2018 Page 3 of 2 In addition, the City has a current Professional Services Agreement with CelPlan for camera maintenance services including warranty of all CelPlan provided equipment during the warranty period, remote monitoring and diagnostics, technical support, and on-site corrective services. This Phase II project will complete the station’s camera upgrade and the Department will have achieved its goal of bringing the entire system up to current technological requirements by FY2017-18. After the camera installation and configuration is completed, the Arcadia Police Department will have increased safety for personnel and visitors. ENVIRONMENTAL IMPACT The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The one time expenditure of $80,000 has been budgeted in the City’s FY 2017-18 Equipment Replacement Fund budget. RECOMMENDATION It is recommended that the City Council approve the purchase and upgrade of the police station’s camera system and video storage (Phase II) by CelPlan Technologies, Inc. in an amount not to exceed $80,000.