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HomeMy WebLinkAboutItem 11i - Security Alarm System Maintenance ServicesSTAFF REPORT PUBL IC WORKS SERVICES DEPARTMENT DATE: July 15, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Leonel Martin, Public Works Project Manager SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH AMERICAN BUSINESS MACHINES FOR SECURITY ALARM AND FIRE SUPPRESSION SYSTEM INSTALLATION, MONITORING, AND REPAIR SERVICES, AND SECURITY CAMERA AND ACCESS CONTROL UPGRADE AND INSTALLATION IN THE AMOUNT OF $883,916.77 CEQA: Not a Project Recommendation: Approve SUMMARY The Fiscal Year 2024-25 Capital Improvement Plan (“CIP”) provides for a Citywide upgrade to building security alarms, building access control, fire suppression systems, and video cameras. To ensure the City is receiving the highest quality of service and most competitive pricing for this project, the Public Works Services Department (“PWSD”) solicited a formal Request for Proposals (“RFP”). Based on the proposals received, it is recommended that the City Council approve, authorize, and direct the City Manager to execute a Professional Services Agreement with American Business Machines for security alarm and fire suppression system installation, monitoring, and repair services, and security camera and access control upgrade and installation, in the amount of $883,916.77, with a 10% contingency, and the option of three one-year extensions for annual monitoring and repair services of the security alarm and fire alarm systems and annual fire suppression system inspections. Security System Professional Services Agreement July 15, 2025 Page 2 of 5 BACKGROUND Over the past few years, many City of Arcadia facilities have faced persistent challenges with their security and access control systems. These challenges include inconsistent performance, outdated technology, and increasing difficulty maintaining legacy systems that are no longer supported or efficient. As the reliability of these critical systems continues to decline, it has become apparent that a citywide upgrade to the security and fire alarm system is necessary. A new system that includes advanced access control solutions, upgraded fire protection systems, and state-of-the-art security monitoring tools, is needed. Notable features of a new security system must include cloud-based management software, mobile app integration, and high-resolution 4K security cameras, capable of license plate recognition. Additionally, the security software must enhance search functions using facial recognition, clothing descriptors, and object identification, significantly improving situational awareness and incident response capabilities. The existing systems were installed over various years using multiple vendors and technologies. A key component of this project is the consolidation of all monitoring, installation, access administration, and system maintenance services, under a single professional vendor. This streamlined structure will improve service delivery, reduce the administrative burden, and ensure consistency and accountability across all City facilities. This project represents a major step forward in ensuring the safety and security of City personnel, assets, and the public. It aligns with current safety standards, supports long-term operational efficiency, and reflects the City’s ongoing commitment to maintaining secure and responsive municipal facilities. DISCUSSION On March 24, 2025, a Notice Inviting Proposals for security alarm and fire suppression system installation, monitoring, and repair services and security camera and access control upgrade and installation was published in accordance with City Council Resolution No. 7483, and RFP packages were provided to firms who provide these services. On May 1, 2025, the City Clerk’s Office received two proposals. Both proposals were evaluated based on the firm’s thoroughness and understanding of the scope of work, relevant experience, references, and proposal quality. Based on the combined committee scores after the first round of review, both companies were selected for final consideration, which included a review of Security System Professional Services Agreement July 15, 2025 Page 3 of 5 the cost proposals and interviews. The results of the evaluation for each company’s ranking and proposed cost are listed below: Company Name Ranking Cost Proposal Cost Proposal After Added Scope American Business Machines 1 $645,544.95 $851,374.05 AM-TEC Securities 2 $663,664.16 $773,930.78 The proposals received were carefully reviewed in coordination with key staff, including the City’s Information Technology (“IT”) team, Facilities Management, and Fire Inspection personnel. This cross-departmental collaboration ensured that the proposal was evaluated from both a technical and operational standpoint, allowing the City to identify specific needs, address known deficiencies, and strategically plan for a Citywide upgrade that maximizes long-term value and reliability. After interviewing both companies and discussing the City’s current system, both companies provided updated cost proposals for items that were clarified during the interview process. After careful review and consideration, it was determined that American Business Machines is the most qualified firm to complete this project. American Business Machines demonstrated a thoughtful and detail-oriented approach that made them the best fit. The evaluation committee was particularly impressed by their flexibility towards changes, requests, and problem-solving. Upon selecting American Business Machines, the City negotiated additional scope of work for the project. The firm’s original cost proposal was $851,374.05. Following the additional scope, American Business Machines presented a revised cost proposal of $883,916.77. The additional scope of work includes increased camera memory storage, 4k cameras, and the latest software. It was also decided that additional camera storage would be a valuable addition, ensuring critical footage is retrievable months after an incident occurs, greatly reducing the risk of evidence loss in complex investigations. Additionally, 4K cameras were added to enable accurate license plate and facial recognition. The 4K cameras offer four times the Security System Professional Services Agreement July 15, 2025 Page 4 of 5 resolution of standard HD cameras and provide sharper and clearer images, critical for identifying suspicious behavior or unauthorized access. The latest security software platform demonstrated by American Business Machines was also requested, as it significantly improves investigative capabilities. In addition to facial recognition, it enables identification based on clothing color, accessories, or object movement. This intelligent search functionality reduces time spent reviewing footage and improves situational awareness. Not only does this modern system provide better coverage, it will also offer faster response times and improved protection of public facilities. The added cost is a strategic investment in long-term security, reliability, and service performance. It eliminates the risk of future cost increases, ensures full system transparency, and delivers an immediately deployable, high-performance solution aligned with long-term safety and operational goals. In addition to the planned upgrades, American Business Machines will perform a thorough inspection of the City’s fire suppression systems at all facilities. This assessment will produce a comprehensive report detailing existing deficiencies, deferred maintenance, and recommended repairs. This evaluation presents an ideal opportunity to fully understand the current condition of these systems and prioritize repairs alongside the new installations. Additionally, to further safeguard the City’s digital infrastructure, the new security system will operate on an independent network provided by the vendor. This network will include dedicated internet access and system connectivity, ensuring that the City's sensitive internal data remains securely segregated. This design choice significantly strengthens the City’s cybersecurity posture by preventing unnecessary exposure to the municipal network used for confidential and administrative functions. As part of the implementation, vendor-led training sessions will be conducted at each facility to ensure that staff are fully prepared to operate and manage the new systems. The upgraded platform will also allow authorized personnel to manage user access remotely from a desktop or mobile device, including the ability to view entry logs, adjust permissions, and grant or revoke access in real time. This will significantly improve operational flexibility, response capability, and overall facility security. Security System Professional Services Agreement July 15, 2025 Page 5 of 5 ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT Funds in the amount of $3,000,000 have been budgeted in the Fiscal Year 2024-25 Capital Improvement Plan for this project. The total cost for the security alarm and fire suppression system installation, monitoring, and repair services, and security camera and access control upgrade and installation is $883,916.77. A 10% contingency would bring the total cost to $972,308.45, which is within the adopted budget. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute a Professional Services Agreement with American Business Machines for security alarm and fire suppression system installation, monitoring, and repair services, and security camera and access control upgrade and installation, in the amount of $883,916.77, with a 10% contingency. It is further recommended that the City Council delegate the authority to approve future extensions under this agreement to the City Manager, without having to return to the City Council for subsequent approval, provided that any changes to the financial terms stay within standard inflationary limits. Attachment: Proposed Professional Services Agreement 1 24347.00006\30493020.2 CITY OF ARCADIA PROFESSIONAL SERVICES AGREEMENT FOR THE SECURITY ALARM AND FIRE SUPPRESSION SYSTEM INSTALLATION, MONITORING, AND REPAIR SERVICES AND SECURITY CAMERA AND ACCESS CONTROL UPGRADE AND INSTALLATION PROJECT This Agreement is made and entered into as of ________________, 2025 by and between the City of Arcadia, a municipal corporation organized and operating under the laws of the State of California with its principal place of business at 240 West Huntington Drive, Arcadia, California 91066 (“City”), and American Business Machines, a California Corporation, with its principal place of business at 1200 18th Street, Bakersfield, CA 93301 (hereinafter referred to as “Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement. RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: the Security Alarm and Fire Suppression System Installation, Monitoring, and Repair Services and Security Camera and Access Control Upgrade and Installation Project (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. AGREEMENT NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 2. Compensation. a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “B.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of Eight Hundred Eighty-Three Thousand, Nine Hundred Sixteen Dollars and Seventy-Seven Cents ($883,916.77). This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis. 2 24347.00006\30493020.2 3. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. 4. Maintenance of Records. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 5. Term. The term of this Agreement shall be for one (1) year from the date of execution, unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). The Notice to Proceed shall set forth the date of commencement of work. 6. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non- performing party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint. b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. 7. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 3 24347.00006\30493020.2 8. Standard of Care Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. 9. Assignment and Subconsultant Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates, and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 10. Independent Contractor Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. 11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: (1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project(6) Contractual Liability with respect to this Agreement (7) Property Damage (8) Independent Consultants Coverage 4 24347.00006\30493020.2 (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. c. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. d. Technology Professional Liability Insurance (Errors and Omissions) (i) At all times during the performance of the work under this 5 24347.00006\30493020.2 Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. (ii) Technology Professional Liability Insurance must cover (1) all acts, errors, omissions, negligence, infringement of intellectual property; (2) network security and privacy risks, including but not limited to unauthorized access, failure of security, breach of privacy perils, wrongful disclosure, collection, or negligence in the handling of confidential information, privacy perils, including coverage for related regulatory defense and penalties; (3) system failure, damage to or destruction of electronic information, data recovery, business interruption, cyber extortion, and information theft; (4) data breach expenses payable whether incurred by City or Consultant, including but not limited to consumer notification, whether or not required by law, computer forensic investigations, public relations and crisis management firm fees, credit file or identity monitoring or remediation services in the performance of services for City or on behalf of City hereunder. If a sub-limit applies to any elements of coverage, the certificate of insurance evidencing the coverage above must specify the coverage section and the amount of the sub-limit. (iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. e. Minimum Policy Limits Required (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $3,000,000 per occurrence/$6,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Technology Professional Liability $2,000,000 per claim and aggregate (errors and omissions) (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of 6 24347.00006\30493020.2 any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. g. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. 7 24347.00006\30493020.2 (vi) Excess Umbrella Liability Policies: If any excess or umbrella liability policies are used to meet the limits of liability required by this Agreement, then said policies shall be “following form” of the underlying policy coverage, terms, conditions, and provisions and shall meet all the insurance requirements stated in this Agreement, including, but not limited to the additional insured, primary & non- contributory and waiver of subrogation insurance requirements stated herein. No insurance policies or self-insurance maintained by the City, whether primary, reinsurance or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until Consultant’s primary and excess/umbrella liability policies are exhausted. h. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. i. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, 8 24347.00006\30493020.2 City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 12. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers. b. To the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s obligations under the above indemnity shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, but shall not otherwise be reduced. If Consultant’s obligations to defend, indemnify, and/or hold harmless arise out of Consultant’s performance of “design professional services” (as that term is defined under Civil Code section 2782.8), then upon Consultant obtaining a final adjudication that liability under a claim is caused by the comparative active negligence or willful misconduct of the City, Consultant’s obligations shall be reduced in proportion to the established comparative liability of the City and shall not exceed the Consultant’s proportionate percentage of fault. 13. California Labor Code Requirements. a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). b. If the services are being performed as part of an applicable “public works” or “maintenance” project and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as 9 24347.00006\30493020.2 applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. c. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor. 14. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 15. City Material Requirements. Consultant is hereby made aware of the City’s requirements regarding materials, as set forth in Request for Proposals, which are deemed to be a part of this Agreement. 16. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of Los Angeles, State of California. 17. Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial 10 24347.00006\30493020.2 failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 18 Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 19. Organization Consultant shall assign Suzanne Camarillo as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 20. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 21. Notice Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to: CITY: City of Arcadia 240 West Huntington Drive Arcadia, CA 91066 Attn: Leonel Martin Project Manager CONSULTANT: American Business Machines 1200 18th Street Bakersfield, CA 93301 Attn: Suzanne Camarillo Accounts Manager and shall be effective upon receipt thereof. 22. Third Party Rights Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 23. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 24. Entire Agreement This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or 11 24347.00006\30493020.2 contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement. 25. Severability The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the provisions unenforceable, invalid or illegal. 26. Successors and Assigns This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 27. Non-Waiver None of the provisions of this Agreement shall be considered waived by either party, unless such waiver is specifically specified in writing. 28. Time of Essence Time is of the essence for each and every provision of this Agreement. 29. City’s Right to Employ Other Consultants City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 30. Prohibited Interests Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. [SIGNATURES ON FOLLOWING PAGE] 12 24347.00006\30493020.2 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF ARCADIA AND AMERICAN BUSINESS MACHINES IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF ARCADIA AMERICAN BUSINESS MACHINES By: By: Dominic Lazzaretto City Manager Title: Printed Name: ATTEST: By: Title: By: City Clerk Printed Name: APPROVED AS TO FORM: CONCUR: By: ___________________________________ Michael J. Maurer Paul Cranmer City Attorney Public Works Services Director 13 24347.00006\30493020.2 EXHIBIT “A” Scope of Services The Scope of Services for the Security Alarm and Fire Suppression System Installation, Monitoring, and Repair Services and Security Camera and Access Control Upgrade and Installation, shall include, but are not limited to the following: The City of Arcadia is undertaking a comprehensive, citywide upgrade of its security, access control, and fire alarm systems across 17 municipal facilities. This initiative is designed to enhance the safety, efficiency, and operational readiness of critical public assets through the deployment of modern, integrated technology. The scope includes the installation of high-resolution 4K and multi-sensor cameras, cloud and on-premises storage capabilities, panic buttons, motion detectors, badge readers, and secure access control systems. Fire alarm and suppression systems will be brought up to current code through the installation of new panels, cellular dialers, and centralized monitoring, along with annual inspections and detailed reporting of deficiencies and required repairs. The project also introduces a robust IT backbone, featuring Ubiquiti Layer 3 managed switches and a UniFi Cloud Gateway to ensure reliable, secure connectivity for all systems. As part of this project, each facility will receive a minimum of two (2) high-definition (HD) security cameras, regardless of size or function. The final location of all cameras will be determined in coordination with City staff at the time of installation, based on site- specific safety priorities, visibility needs, and environmental considerations. City Hall - 240 W. Huntington Dr., Arcadia, CA 91007  Upper City Hall 1. Scope of Work: A. Fire Alarm and Suppression  Inspect existing fire suppression and alarm systems.  Upgrade or replace outdated equipment to meet current code.  Provide monitoring integration and control via mobile/desktop interface. B. Alarm System  Replace outdated alarm panels.  Install two (2) new alarm keypads at the two back entrance doors on the east side. C. Panic Buttons  Replace existing panic buttons.  Install one (1) new panic button in a secure location (location to be defined post-award). 14 24347.00006\30493020.2 D. Video Surveillance (CCTV)  Replace seven (7) existing cameras with high-definition cameras.  Install four (4) new cameras: • Two (2) in the parking lot near the soccer field • Two (2) at the Cashier’s Office entrance (one per side)  Ensure at least one (1) exterior camera is 4K-capable with facial or license plate recognition. E. Access Control  Upgrade all existing access control keypads.  Install three (3) new access control keypads at (locations may be modified on the field): • Basement entrance • Former City Clerk’s Office • Traffic control storage room F. Cabling, Infrastructure & Network  Provide dedicated internet service for the security/fire system.  Install all required switches, routers, and low-voltage cabling.  System must operate on an isolated network, independent of the City’s internal IT infrastructure.  Lower City Hall (Annex B and Annex K) 1. Scope of Work: A. Fire Alarm and Suppression  Inspect and upgrade the existing fire suppression and alarm system serving Annex B and Annex K.  Separate the Lower City Hall system from Upper City Hall’s shared platform.  Integrate upgraded fire components into the centralized monitoring system. B. Alarm System  Provide new, independent alarm system for Lower City Hall.  Install two (2) new access control keypads and replace existing panels. 15 24347.00006\30493020.2 C. Panic Buttons  Replace six (6) existing panic buttons: • Five (5) in Annex B (Human Resources/Admin) • One (1) in Annex K (City Manager’s Office) D. Video Surveillance (CCTV)  Replace all existing exterior cameras (currently two).  Install two (2) additional cameras: • One (1) in the City Manager’s Lobby (Annex K) • One (1) in the Human Resources Lobby (Annex B)  At least one new camera to be 4K-capable for facial recognition or high-detail capture. E. Access Control  Upgrade all existing access control keypads (three in Annex K, two in Annex B).  Install two (2) additional access control keypads: • One (1) at the breakroom patio door • One (1) at the exterior gate into the patio F. Cabling, Infrastructure & Network  Install independent broadband internet and managed network switch.  Ensure all wiring, terminations, and mounting are clean and code compliant.  The system must operate on an isolated network, separate from the City’s internal IT systems. Council Chamber - 240 W. Huntington Dr., Arcadia, CA 91007 1. Scope of Work A. Fire Alarm and Suppression  Inspect and upgrade the existing fire suppression and alarm systems.  Integrate fire alarm components into the centralized citywide monitoring system.  Ensure system meets current code requirements. B. Alarm System  Replace and update all existing alarm components to interface with new access control and camera systems. 16 24347.00006\30493020.2 C. Panic Buttons  Confirm presence or install panic button(s) as required in coordination with City Manager’s office (locations not publicly disclosed). D. Video Surveillance (CCTV)  Replace two (2) existing exterior cameras.  Install two (2) additional high-definition cameras to cover: • The City Hall Lawn • Walkway from the parking lot to the Council Chambers entrance  At least one (1) exterior camera shall be 4K-capable for facial or plate recognition. B. Access Control  Upgrade all existing access control keypads.  Install two (2) additional access control keypads: • One (1) at the AV Room entrance • One (1) at the main entrance into the Chambers (replace with standardized keypad model) C. Cabling, Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site.  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed and concealed as appropriate for public-use buildings. Community Center - 365 Campus Dr., Arcadia, CA 91007 1. Scope of Work A. Fire Alarm and Suppression  Inspect and upgrade the existing fire suppression and alarm systems.  Integrate fire alarm components into the centralized citywide monitoring system.  Ensure system meets current code requirements. B. Alarm System  Replace outdated panels and tie in with new access control keypads and cameras. 17 24347.00006\30493020.2  Provide door chirp functionality for the back office entrance. C. Panic Buttons  Replace one (1) existing panic button located in the Community Center offices. D. Video Surveillance (CCTV)  Replace all twenty-one (21) existing cameras with high-definition models.  Install two (2) additional cameras to cover: • One (1) in the Community Center parking lot • One (1) in the TV room or front desk area 1. Access Control  Upgrade all existing access control keypads.  Install five (5) additional access control keypads throughout the Community Center. F. Cabling, Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site.  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed per code and concealed as appropriate for public-use buildings. Recreation Building - 375 Campus Dr., Arcadia, CA 91007 1. Scope of Work A. Fire Alarm and Suppression  Inspect and upgrade the existing fire suppression and alarm systems.  Integrate fire alarm components into the centralized citywide monitoring system.  Ensure system meets current code requirements. B. Alarm System  Replace outdated panels and tie in with new access control keypads and cameras.  Provide door chirp functionality for the back office entrance. 18 24347.00006\30493020.2 C. Panic Buttons  Replace one (1) existing panic button located in the Community Center offices. D. Video Surveillance (CCTV)  Replace six (6) existing cameras with new high-definition models.  Install two (2) additional cameras to cover: • One (1) interior camera in the hallway near the main activity room • One (1) camera monitoring the back entrance E. Access Control  Install three (3) new access control keypads at critical doorways F. Cabling Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site.  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed per code and concealed as appropriate for public-use buildings. Library - 20 W. Duarte Rd., Arcadia, CA 91007 1. Scope of Work A. Fire Alarm and Suppression  Inspect and upgrade the existing fire suppression and alarm systems.  Integrate fire alarm components into the centralized citywide monitoring system.  Address system segmentation between the Library and the adjacent Museum Education Center (MEC) if currently shared.  Ensure system meets current code requirements. B. Alarm System  Replace outdated panels and tie in with new access control keypads and cameras.  Include full zone and remote arming capabilities. 19 24347.00006\30493020.2 C. Panic Buttons  Replace four (4) existing panic buttons across key administrative or service locations. D. Video Surveillance (CCTV)  Replace twenty-three (23) existing  Install seven (7) additional cameras in key public and parking areas E. Access Control  Upgrade three (3) existing access control keypads.  Install two (2) new keypads: • One (1) for staff entrance into the main office • One (1) for emergency exit doors near the back service hallway F. Cabling Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site.  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed per code and concealed as appropriate for public-use buildings. Museum Education Center (MEC) - 380 W. Huntington Dr., Arcadia, CA 91007 1. Scope of Work A. Fire Alarm and Suppression  Inspect and upgrade the existing fire suppression and alarm systems.  Integrate fire alarm components into the centralized citywide monitoring system.  Ensure system meets current code requirements. B. Alarm System  Replace outdated panels and tie in with new access control keypads and cameras.  Include full zone and remote arming capabilities. C. Panic Buttons  Install one (1) new panic button. 20 24347.00006\30493020.2 D. Video Surveillance (CCTV)  Install four (4) new cameras around interior and exterior  Ensure coverage is coordinated with the adjacent Gilb Museum to avoid redundancy. E. Access Control  Install one (1) access control keypad at the main staff entrance. F. Cabling, Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site.  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed per code and concealed as appropriate for public-use buildings. GILB Museum - 382 W. Huntington Dr., Arcadia, CA 91007 1. Scope of Work A. Fire Alarm and Suppression  Inspect and upgrade the existing fire suppression and alarm systems.  Integrate fire alarm components into the centralized citywide monitoring system.  Ensure system meets current code requirements. B. Alarm System  Replace outdated panels and tie in with new access control keypads and cameras.  Include full zone and remote arming capabilities. C. Panic Buttons  Confirm location and replace existing panic button(s); add new as needed for front counter or office area (pending staff input). D. Video Surveillance (CCTV)  Replace nine (9) existing cameras  Install two (2) additional cameras to cover: • One (1) in the museum front lobby • One (1) near the side staff entrance 21 24347.00006\30493020.2 E. Access Control  Install two (2) new keypads: • One (1) for staff entrance • One (1) at the rear access point to collections or archive areas F. Cabling, Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site.  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed per code and concealed as appropriate for public-use buildings. Fire Station 105 - 710 S. Santa Anita Ave., Arcadia, CA 91007 1. Scope of Work A. Fire Alarm and Suppression  Inspect and upgrade the existing fire suppression and alarm systems.  Integrate fire alarm components into the centralized citywide monitoring system.  Ensure system meets current code requirements. B. Alarm System  Replace outdated panels and tie in with new access control keypads and cameras.  Include full zone and remote arming capabilities. C. Panic Buttons  Replace three (3) existing panic buttons  Confirm optimal placement with station leadership. D. Video Surveillance (CCTV)  Replace one (1) existing camera  Install three (3) additional cameras to cover: • One (1) exterior near the front entrance • Two (2) cameras monitoring entry points or admin areas 22 24347.00006\30493020.2 E. Access Control  Upgrade three (3) existing access control keypads  Install five (5) new keypads: • Locations to be confirmed at facility F. Cabling, Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site.  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed per code and concealed as appropriate for public-use buildings. Fire Station 106 - 630 S. Baldwin Ave., Arcadia, CA 91007 1. Scope of Work A. Fire Alarm and Suppression  Inspect and upgrade the existing fire suppression and alarm systems.  Integrate fire alarm components into the centralized citywide monitoring system.  Ensure system meets current code requirements. B. Alarm System  Replace outdated panels and tie in with new access control keypads and cameras.  Include full zone and remote arming capabilities. C. Panic Buttons  Confirm at the facility if there will be any D. Video Surveillance (CCTV)  Replace one (1) existing camera  Install three (3) additional cameras to cover: • One (1) in the exterior • Two (2) on the interior 23 24347.00006\30493020.2 E. Access Control  Upgrade three (3) existing access control keypads  Install five (5) new keypads: • Locations to be confirmed at the facility F. Cabling, Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site.  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed per code and concealed as appropriate for public-use buildings. Fire Station 107 - 79 W. Orange Grove Ave., Arcadia, CA 91006 1. Scope of Work A. Fire Alarm and Suppression  Inspect and upgrade the existing fire suppression and alarm systems.  Integrate fire alarm components into the centralized citywide monitoring system.  Ensure system meets current code requirements. B. Alarm System  Replace outdated panels and tie in with new access control keypads and cameras.  Include full zone and remote arming capabilities. C. Panic Buttons  Confirm with facility about there not being any panic buttons D. Video Surveillance (CCTV)  Replace one (1) existing camera  Install three (3) additional cameras to cover: • Areas to be confirmed at the site E. Access Control  Upgrade three (3) existing access control keypads  Install five (5) new keypads: • Areas to be confirmed at the site 24 24347.00006\30493020.2 F. Cabling, Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site.  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed per code and concealed as appropriate for public-use buildings. Police Department - 250 W. Huntington Dr., Arcadia, CA 91007 1. Scope of Work A. Fire Alarm and Suppression  Inspect and upgrade the existing fire suppression and alarm systems.  Integrate fire alarm components into the centralized citywide monitoring system.  Ensure system meets current code requirements. B. Alarm System  Replace outdated panels and tie in with new access control keypads and cameras.  Include full zone and remote arming capabilities. C. Panic Buttons  Confirm that there won’t be any panic buttons D. Video Surveillance (CCTV)  Replace twelve (12) existing cameras  Install twelve (12) additional cameras to cover: • Areas to be confirmed with Police department E. Access Control i. Upgrade five (5) existing access control keypads  Install three (3) new keypads: • To be identified in the facility F. Cabling, Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site. 25 24347.00006\30493020.2  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed per code and concealed as appropriate for public-use buildings. Parks (Newcastle, Eisenhower, and Bonita)  Newcastle- 143 Colorado Blvd, Arcadia, CA 91007  Eisenhower - 2nd Avenue & E. Colorado Blvd, Arcadia, CA 91006  Bonita - 207 Bonita St., Arcadia, CA 91006 1. Scope of Work A. Video Surveillance (CCTV)  Install twelve (12) high-definition cameras at each of the following locations:  Final camera placement will be determined during a site walk with City staff and ABM B. Cabling, Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site.  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed per code and concealed as appropriate for public-use buildings. Par 3 Golf Course – 620 Live Oak Ave, Arcadia, CA 91006 1. Scope of Work A. Video Surveillance (CCTV)  Install twelve (12) high-definition cameras at each of the following locations:  Final camera placement will be determined during a site walk with City staff and ABM B. Cabling, Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site.  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed per code and concealed as appropriate for public-use buildings. 26 24347.00006\30493020.2 Public Works - 11800 Goldring Road, Arcadia, CA 91006 1. Scope of Work A. Fire Alarm and Suppression  Inspect and upgrade the existing fire suppression and alarm systems.  Integrate fire alarm components into the centralized citywide monitoring system.  Address system segmentation between the Library and the adjacent Museum Education Center (MEC) if currently shared.  Ensure system meets current code requirements. B. Alarm System  Replace outdated panels and tie in with new access control keypads and cameras.  Include full zone and remote arming capabilities. C. Panic Buttons  Replace two (2) existing panic buttons  Confirm if more should be added D. Video Surveillance (CCTV)  Replace nine (9) existing cameras  Install two (2) additional cameras to cover: • Entrances of the yard E. Access Control i. Upgrade three (3) existing access control keypads  Install two (2) new keypads: • Locations to be confirmed on the site F. Cabling, Infrastructure & Network  Provide dedicated broadband internet service and managed network switch for this site.  Ensure the system is operated independently from the City’s internal IT network.  All cabling must be neatly routed per code and concealed as appropriate for public-use buildings. 27 24347.00006\30493020.2 Deliverables: The following deliverables are expected by the City of Arcadia: A. Software & Integration  Configure and deploy all devices into the Verkada cloud platform.  Ensure remote arming capabilities and multiple admin login credentials for the City Manager’s Office.  Maintain compatibility with current City-issued access badges. B. Training  Providing one (1) vendor-led training session for Council Chamber personnel and City Manager’s Office staff.  Training shall cover: • Operation of the Verkada platform (mobile and desktop) • Access permissions, monitoring, and system alerts • Emergency support contacts and escalation procedure  Printed reference materials and post-training Q&A to be included. C. Testing & Commissioning  Conduct a full functional test of all installed systems.  Demonstrate remote access features and camera feeds to City IT and designated staff.  Submit device inventory and configuration documentation. D. Warranty & Support  One (1) year labor warranty and ten (10) year manufacturer warranty (Verkada).  Provide 12-month cloud storage for all newly installed cameras.  Emergency response time of 4-hours to address and resolve the issue at hand. E. Documentation Submittal  Hard & PDF copies of the following: o Fire Suppression Yearly/5 year inspections for all facilities that require it o Equipment list of all camera, sensors, panic buttons, access control panels, etc. o Copies of all passing or completed certifications of inspections or requirements 28 24347.00006\30493020.2 EXHIBIT “B” Schedule of Charges/Payments Consultant will invoice City on a monthly cycle. Consultant will include with each invoice a detailed progress report that indicates the amount of budget spent on each task. Consultant will inform City regarding any out-of-scope work being performed by Consultant. This is a time-and-materials contract. Compensation shall be based on time and materials spent in accordance with the following tasks, not to exceed the total compensation listed below: The schedule of prices is attached as attachment “A” to this Exhibit “B”. Security Alarm and Fire Suppression System Installation, Monitoring, - $883,916.77 And Repair Services And Security Camera And Access Control Upgrade and Installation Project Total Compensation - $883,916.77 The total compensation shall not exceed the total listed without written authorization in accordance with Section 2 (b) of the agreement. 29 24347.00006\30493020.2 Attachment “A” to Exhibit “B” City of Arcadia- Total Project Overview Location Camera's snd Access Contro.,_ Hardware and lnstallatl0ll Annual Monitoring/ Licensing Cameras, Intrusion Alarm and --- ...·-··-· Fire Alarm Inspection Fire Alarm Annual Monitoring CLSS Dieters- lnstaHation Fire Suppression Inspection Switch Solution lntemet Solution Tax (10.25) Public Works $46,152.81 $6,457.13 $2,246.40 $975.00 Included in One Cost for City $2,179.20 Included In One Cost for Ctty Included in One Cost for CttY $3,272.60 library $61.537.49 $6,767.05 $2,246,40 $975.00 Included In One Cost for City $2.179.20 Included in One Cost for Cky Included in One Cost for C y $4,039.78 Community Center $52,560.93 $5,966.08 $2,246.40 $975.00 Included In One Cost for City $1,089.60 Included in One Cost for C y Included In One Cost for C y $1,800.84 REC Building $29,646.91 $3.963.35 $1,123.20 $975.00 Included in One Cost for City $1,089.60 Included In One Cost for City lnchJded in One Cost for City $1,778.06 Giib Museum $29,190.59 $4,163.45 $2,246.40 $975.00 Included in One Cost for City $1,089.60 Included in One Cost for City Included in One Cost for City $1,954.22 MEC Museum $17,378.40 $1,778.48 included with Giib Museum $975.00 Included In One Cost for City $1,089.60 Included in One Cost for City Included In One Cost for City $951.96 City Hall $81,673.39 $6,738.43 $2,248.40 $975.00 Included in One Cost for City $1,089.60 Included in One Cost for City Included in One Cost for City $4,227.96 City Hall- Lower City Hall Included Included $1,123.20 $975.00 Included in One Cost for City $1,089.60 Included In One Cost for C y Included in One Cost for City Council Chambers $30,096.00 $6,712.00 $1,123.20 $975.00 Included In One Cost for City $1.089.60 Included in One Cost tor City Included in One Cost for City $2,273.04 Polee Department $79,931.67 $6,105.80 $4,492.80 $975.00 Included In One Cost for C y $2,179.20 lnchJded In One Cost for City Included in one cost ror City $4,584.66 Fire Station 105 $26,339.80 $1,803.10 $2,246.40 $975.00 Included in One Cost for City $1.089.60 Included In One Cost for C y Included in One Cost for Ctty $1,036.77 Fire Station 106 $29,021.04 $2.757.58 $2,246.40 $975.00 Included in One Cost for City $1,089.60 Included in One Cost for City Included in One Cost for City $1,490.97 Fire StaUon 107 $31,001.89 $2,080.00 $2,248.40 $975.00 Included in One Cost for City $1.089.60 Included in One Cost for City Included in One Cost for CttY $1,456.25 Par Three Golf Course $15,813.10 $5.628.10 $1,123.20 $975.00 $1,108.34 Newcastle Park. $15,813.10 $5,628.10 $1,123.20 $975.00 $1,108.34 Bonita Park $15.813.10 SS.828.10 $1,123.20 $975.00 $1,108.34 Eisenhower Park $15,813.10 $5,628.10 $1,123.20 $975.00 $1,108.34 Location Camera's end Access Control Annual Monitoring cameras and Access Co••-• Fire Alarm Inspection Fire Alarm Annual Monitoring CLSS Dialers- lnsteHation (Not included In Original Total) Fire Suppression Inspection Switch Solution Internet Solution Tax (10.25) Cost Per Project $579,803.32 $79,604.85 $30,326.40 $18,575.00 $24,570.00 $17,433.60 $28,249.14 $22,306.88 $33,300.47 Original Proposal Sub-total $798.869.19 AMERICAN BUSINESS MACHINES Tax $33,300.47 Shipping $13,206.31 contingency $38,540.80 Total Project Cost $863.916.77 30 24347.00006\30493020.2 EXHIBIT “C” Activity Schedule All work shall be completed in accordance with the following schedule: The term of this Agreement shall be for one (1) year from the date of execution. All tasks under Exhibit “A” shall be adhered to and executed accordingly. 31 24347.00006\30493020.2 PERFORMANCE BOND KNOW ALL PERSONS BY THESE PRESENTS: THAT WHEREAS, the City of Arcadia, (hereinafter referred to as “City”) has awarded to American Business Machines, (hereinafter referred to as the “Contractor”) an agreement for the Security Alarm and Fire Suppression System Installation, Monitoring, and Repair Services and Security Camera and Access Control Upgrade and Installation Project, Contract No._________, (hereinafter referred to as the “Project”). WHEREAS, the work to be performed by the Contractor is more particularly set forth in the Contract Documents for the Project dated ________________, (hereinafter referred to as “Contract Documents”), the terms and conditions of which are expressly incorporated herein by reference; and WHEREAS, the Contractor is required by said Contract Documents to perform the terms thereof and to furnish a bond for the faithful performance of said Contract Documents. NOW, THEREFORE, we, ______________________, the undersigned Contractor and ________________________________________________ as Surety, a corporation organized and duly authorized to transact business under the laws of the State of California, are held and firmly bound unto the City in the sum of EIGHT HUNDRED EIGHTY-THREE THOUSAND, NINE HUNDRED SIXTEEN DOLLARS AND SEVENTY-SEVEN CENTS ($883,916.77), said sum being not less than one hundred percent (100%) of the total amount of the Contract, for which amount well and truly to be made, we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION IS SUCH, that, if the Contractor, his or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and agreements in the Contract Documents and any alteration thereof made as therein provided, on its part, to be kept and performed at the time and in the manner therein specified, and in all respects according to their intent and meaning; and shall faithfully fulfill all obligations including the one (1) year guarantee of all materials and workmanship; and shall indemnify and save harmless the City, its officials, officers, employees, and authorized volunteers, as stipulated in said Contract Documents, then this obligation shall become null and void; otherwise it shall be and remain in full force and effect. As a part of the obligation secured hereby and in addition to the face amount specified therefore, there shall be included costs and reasonable expenses and fees including reasonable attorney’s fees, incurred by City in enforcing such obligation. As a condition precedent to the satisfactory completion of the Contract Documents, unless otherwise provided for in the Contract Documents, the above obligation shall hold good for a period of one (1) year after the acceptance of the work by City, during which time if Contractor shall fail to make full, complete, and satisfactory repair and replacements and totally protect the City from loss or damage resulting from or caused by defective materials or faulty workmanship. The obligations of Surety hereunder shall continue so long as any obligation of Contractor remains. Nothing herein shall limit the City’s rights or the Contractor or Surety’s obligations under the Contract, law or equity, including, but not limited to, California Code of Civil Procedure Section 337.15. 32 24347.00006\30493020.2 Whenever Contractor shall be, and is declared by the City to be, in default under the Contract Documents, the Surety shall remedy the default pursuant to the Contract Documents, or shall promptly, at the City’s option: i. Take over and complete the Project in accordance with all terms and conditions in the Contract Documents; or ii. Obtain a bid or bids for completing the Project in accordance with all terms and conditions in the Contract Documents and upon determination by Surety of the lowest responsive and responsible bidder, arrange for a Contract between such bidder, the Surety and the City, and make available as work progresses sufficient funds to pay the cost of completion of the Project, less the balance of the contract price, including other costs and damages for which Surety may be liable. The term “balance of the contract price” as used in this paragraph shall mean the total amount payable to Contractor by the City under the Contract and any modification thereto, less any amount previously paid by the City to the Contractor and any other set offs pursuant to the Contract Documents. iii. Permit the City to complete the Project in any manner consistent with California law and make available as work progresses sufficient funds to pay the cost of completion of the Project, less the balance of the contract price, including other costs and damages for which Surety may be liable. The term “balance of the contract price” as used in this paragraph shall mean the total amount payable to Contractor by the City under the Contract and any modification thereto, less any amount previously paid by the City to the Contractor and any other set offs pursuant to the Contract Documents. Surety expressly agrees that the City may reject any contractor or subcontractor which may be proposed by Surety in fulfillment of its obligations in the event of default by the Contractor. Surety shall not utilize Contractor in completing the Project nor shall Surety accept a bid from Contractor for completion of the Project if the City, when declaring the Contractor in default, notifies Surety of the City’s objection to Contractor’s further participation in the completion of the Project. The Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Contract Documents or to the Project to be performed thereunder shall in any way affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Contract Documents or to the Project. By their signatures hereunder, Surety and Contractor hereby confirm under penalty of perjury that surety is an admitted surety insurer authorized to do business in the State of California. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] 33 24347.00006\30493020.2 IN WITNESS WHEREOF, we have hereunto set our hands and seals this _______ day of ______________, 20___. (Corporate Seal) Contractor/ Principal By Title (Corporate Seal) Surety By Attorney-in-Fact (Attach Attorney-in-Fact Certificate) Title The rate of premium on this bond is ____________ per thousand. The total amount of premium charges is $_______________________________. (The above must be filled in by corporate attorney.) THIS IS A REQUIRED FORM Any claims under this bond may be addressed to: (Name and Address of Surety) ___________________________________________ ___________________________________________ ___________________________________________ (Name and Address of Agent or ___________________________________________ Representative for service of ___________________________________________ process in California, if different ___________________________________________ from above) (Telephone number of Surety ___________________________________________ and Agent or Representative for service of process in California) NOTE: A copy of the Power-of-Attorney to local representatives of the bonding company must be attached hereto in addition to appropriate Notarial Acknowledgments of Execution by both Contractor and Surety. 34 24347.00006\30493020.2 PAYMENT BOND (LABOR AND MATERIALS) KNOW ALL MEN BY THESE PRESENTS That WHEREAS, the City of Arcadia (hereinafter designated as the “City”), by action taken or a resolution passed July 15, 2025, has awarded to American Business Machines hereinafter designated as the “Principal,” a contract for the work described as follows: Security Alarm and Fire Suppression System Installation, Monitoring, and Repair Services and Security Camera and Access Control Upgrade and Installation Project, Contract No.____________ (the “Project”); and WHEREAS, said Principal is required to furnish a bond in connection with said contract; providing that if said Principal or any of its Subcontractors shall fail to pay for any materials, provisions, provender, equipment, or other supplies used in, upon, for or about the performance of the work contracted to be done, or for any work or labor done thereon of any kind, or for amounts due under the Unemployment Insurance Code or for any amounts required to be deducted, withheld, and paid over to the Employment Development Department from the wages of employees of said Principal and its Subcontractors with respect to such work or labor the Surety on this bond will pay for the same to the extent hereinafter set forth. NOW THEREFORE, we, the Principal and __________________________ as Surety, are held and firmly bound unto the City in the penal sum of EIGHT HUNDRED EIGHTY-THREE THOUSAND, NINE HUNDRED SIXTEEN DOLLARS AND SEVENTY-SEVEN CENTS ($883,916.77) lawful money of the United States of America, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION IS SUCH that if said Principal, his or its subcontractors, heirs, executors, administrators, successors or assigns, shall fail to pay any of the persons named in Civil Code Section 9100, fail to pay for any materials, provisions or other supplies, used in, upon, for or about the performance of the work contracted to be done, or for any work or labor thereon of any kind, or amounts due under the Unemployment Insurance Code with respect to work or labor performed under the contract, or for any amounts required to be deducted, withheld, and paid over to the Employment Development Department or Franchise Tax Board from the wages of employees of the contractor and his subcontractors pursuant to Revenue and Taxation Code Section 18663, with respect to such work and labor the Surety or Sureties will pay for the same, in an amount not exceeding the sum herein above specified, and also, in case suit is brought upon this bond, all litigation expenses incurred by the City in such suit, including reasonable attorneys’ fees, court costs, expert witness fees and investigation expenses. This bond shall inure to the benefit of any of the persons named in Civil Code Section 9100 so as to give a right of action to such persons or their assigns in any suit brought upon this bond. It is further stipulated and agreed that the Surety on this bond shall not be exonerated or released from the obligation of this bond by any change, extension of time for performance, addition, alteration or modification in, to, or of any contract, plans, specifications, or agreement pertaining or relating to any scheme or work of improvement herein above described, or pertaining or relating to the furnishing of labor, materials, or equipment therefore, nor by any change or modification of any terms of payment or extension of the time for any payment pertaining or relating to any scheme or work of improvement herein above described, nor by any rescission or attempted rescission or attempted rescission of the contract, agreement or bond, nor by any conditions precedent or subsequent in the bond attempting to limit the right of recovery of claimants 35 24347.00006\30493020.2 otherwise entitled to recover under any such contract or agreement or under the bond, nor by any fraud practiced by any person other than the claimant seeking to recover on the bond and that this bond be construed most strongly against the Surety and in favor of all persons for whose benefit such bond is given, and under no circumstances shall Surety be released from liability to those for whose benefit such bond has been given, by reason of any breach of contract between the owner or City and original contractor or on the part of any obligee named in such bond, but the sole conditions of recovery shall be that claimant is a person described in Civil Code Section 9100, and has not been paid the full amount of his claim and that Surety does hereby waive notice of any such change, extension of time, addition, alteration or modification herein mentioned, including but not limited to the provisions of sections 2819 and 2845 of the California Civil Code. By their signatures hereunder, Surety and Principal hereby confirm under penalty of perjury that surety is an admitted surety insurer authorized to do business in the State of California. IN WITNESS WHEREOF, we have hereunto set our hands and seals this _______ day of ______________, 20__. (Corporate Seal) Contractor/ Principal By Title (Corporate Seal) Surety By Attorney-in-Fact (Attach Attorney-in-Fact Certificate) Title NOTE: A copy of the Power-of-Attorney to local representatives of the bonding company must be attached hereto in addition to appropriate Notarial Acknowledgments of Execution by both Contractor and Surety.