AGENDA CAPTION:
Title
Consider approval of Resolution 2017-30R, approving the purchase of video surveillance systems and associated maintenance services for five years for various City locations from Knight Security Systems, LLC in the estimated amount of $121,539.25 through the Texas Comptroller of Public Account’s Department of Information Resources (“DIR”) Program (contract dir-tso-3430) for surveillance, security and monitoring; authorizing the Interim City Manager or her designee to execute the appropriate purchasing documents on behalf of the City and declaring an effective date.
Body
Meeting date: February 21, 2017
Department: Information Technology - Mike Sturm, Director (By Cheryl Pantermuehl, Purchasing Manager)
Funds Required: $81,846.25; $7,938.60 FY17 (annual maintenance)
Account Number: Five Mile Dam ($1,000): 50036913.70400; Maintenance:10001280.52395, 22006335.52395, 21006322.52395
Funds Available: $82,000, $8,000
Account Name: Software License and Maintenance, Security
CITY COUNCIL GOAL:
Goal #5 - Maintain and improve City’s infrastructure
Goal #7 - Maintain fiscal responsibility
Goal #8 - Provide for the efficient and effective delivery of services
COMPREHENSIVE PLAN ELEMENT(s): [add the Plan elements and Goal # and Objective(s)]
BACKGROUND:
The City of San Marcos is authorized by the Local Government Code, Chapter 271, to participate in cooperative purchasing programs. The Texas Comptroller of Public Accounts (“TCPA”) Department of Information Resources (“DIR”) has awarded contract #DIR-TSO-3430 for Products and Related Services for Surveillance, Security, and Monitoring to Knight Security Systems, LLC, located in Austin, Texas.
The City of San Marcos Security Team consisting of representatives from departments such as Facilities, Human Resources, Information Technology, and Police, have identified several City facilities that are a high crime risk in need of attention. These areas were identified as “High Priority” based on the number of repeated break-ins, loss of City assets, and potential areas that may put staff safety at risk due to storage of controlled substances or money. Below is a brief history of some issues:
The Parks Yard - $16,397.37
The Parks Yard has been broken into numerous times resulting in approximately $50,000 of stolen City assets, including a trailer and various Parks equipment.
Five Mile Dam - $22,813.02
Vandalism continuously plagues the Five Mile Dam facilities. To date, there has been approximately $10,000 in damages to golf carts; $5,000 loss due to stolen equipment; and another $5,000 spent repairing broken doors, locks, and other miscellaneous acts of vandalism. There have also been several incidents in the parking lots as well as damage to the soccer fields. San Marcos Area Youth Soccer Association (SMAYSO) will pay up to $6,000 of the initial project costs.
Animal Shelter - $42,635.86
The Animal Shelter constantly experiences issues in which the public intentionally enters restricted areas, disregards signs that are in place, and attempts to bypass safety/security procedures that are in place. The Animal Shelter staff has also experienced an increase in aggressive behavior from citizens, threats, and erratic behavior resulting in a corresponding increase in calls to the Police Department for assistance and issuance of Criminal Trespass Warnings. This location also stores controlled substances thereby making it a high risk target for break-ins.
Maintenance - $39,693.00 ($7,938.60 annually)
Maintenance of the video and surveillance equipment will include a five (5) year agreement at an annual cost of $7,938.60, which includes same day service, labor, and travel costs during normal business hours. It also includes a twenty-five percent (25%) discount on labor rates on additions, moves, changes, device repair or replacement, software system upgrades and licenses, loaner equipment, and onsite inspections and equipment testing.
The City will therefore enter into a contract with Knight Security Systems, LLC, through DIR for purchase, installation, and maintenance of security and video surveillance equipment for a total estimated amount of $121,539.25. The maintenance cost will continue annually beyond this initial purchase.