PREPARED BY: Brian Bubar DATE OF MEETING: 12/18/2023
SUBJECT:
TITLE
CONSIDER RESOLUTION OF THE CITY COUNCIL AUTHORIZING: (1) THE PURCHASE OF THE SEAGATE STORAGE SYSTEMS DISK ARRAY NETWORK AT A COST OF $118,081, (2) THE RENEWAL OF 293 CAMERA LICENSES AND PRO SERVICES THROUGH MILESTONE VIDEO MANAGEMENT SOFTWARE AT A COST OF $64,369, (3) PURCHASE OF DELL POWEREDGE R650 SERVERS AT A COST OF $31,240, FOR TOTAL ESTIMATED COSTS OF $213,690 TO SUPPORT PUBLIC SAFETY CAMERA PROGRAM, AND (4) AUTHORIZING WAIVER OF FORMAL BID REQUIREMENTS FOR PURCHASES RELATED TO PUBLIC SAFETY CAMERA INFRASTRUCTURE UPDATE
CEQA: This proposed action is not a project as defined by CEQA
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Strengthen Technological Infrastructure to Enhance Law Enforcement, Community Policing, and Training Programs using New 5g Emerging Technologies and Preserve Regional Approach are adopted policy items under the FY 2023-25 City Council Priority Workplan Update, effective May 1, 2023.
BACKGROUND
On September 19, 2016, the City Council approved Resolution #2016-282 for the purchase of a video storage solution from the Quantum Corporation, which is a tape archive storage solution. At that time, the Quantum storage solution was viable for maintaining the data and operational needs of the existing Public Safety Camera Program, including the storage of digital evidence.
On April 16, 2018, the City Council approved Resolution #2018-060, which expanded the Public Safety Camera Program. The number of situational awareness cameras in the City of San Pablo has increased from 134 to 281 since the expansion of this program. The current Quantum storage capacity on-premises is approximately 1-petabyte.
Due to the exponential growth of the Public Safety Camera Program, the storage environment through the Quantum tape archive storage solution is no longer stable. The servers maintaining the systems have also reached end-of-life and need replacement. Staff is challenged to retrieve footage on a consistent basis, and these challenges have impacted operations.
IT Recommendations
Due to the ongoing issues related to inconsistent access of the Public Safety Camera system, the San Pablo IT Department was tasked with a review of the current storage environment. Subsequently, the IT Department recommends replacing existing servers and transitioning to a storage disk array network. This will stabilize the existing system and remove the tape retrieval process.
Dell Server Replacements
The current-state analysis of on-premise servers show a need for replacement, as current systems have reached end-of-life. The San Pablo IT Department recommends purchasing (3) PowerEdge R650 servers. This purchase will include 3-year support and onsite resources for comprehensive white-glove implementation. The total cost of this procurement is estimated to be $31,240, and the purchase will comply with current purchasing policy guidelines.
Milestone Video Management Software (VMS)
The San Pablo Police Department utilizes Milestone software for video management. This system allows access for quick review of critical incidents, and supports investigations via workstation access within the Police Department as well as field access via authorized mobile devices. As a budgetary control measure, the Police Department has elected to defer software updates until necessary for operational sustainability. However, the current version of the Milestone VMS needs a software update as the current version will no longer be supported moving forward. This software update coincides with the license renewal cost of the cameras with Milestone VMS.
Seagate Storage Systems
The City currently uses a two-tier storage system, combining a disk-based SAN (storage array network) for primary storage with a tape system for archival storage. Both components are now at the end-of-life and require replacement. Advancements in storage density and technologies allows the Police Department to move to a completely disk-based SAN for primary and archive storage which will result in a more simplified and cost-effective storage system. The San Pablo IT Department recommends purchasing the Seagate storage system. Milestone and Seagate validated the platform for use in large scale camera deployments, and provides the Police Department with significant capacity to consolidate and simplify current storage systems while providing additional capacity for future growth in camera count, recording resolution, and retention.
Waiver of Bid Requirements
ODIN Systems
The City Council previously waived competitive bidding requirements for the purchase of surveillance cameras and related software through Odin Systems (Resolution #2011-058 & #2018-060 ), and staff recommends this camera infrastructure software and license update with the Milestone VMS through ODIN Systems also be exempted from City bidding requirements because: 1) it involves specialized services combined with equipment and products, in which the City acquires and installs equipment but must also retain specialized services for consulting on use, training, installing, maintaining, and servicing the products (San Pablo Municipal Code Section 3.16.110(B); and 2) the unique software attributes discussed above support the use of sole source agreements (San Pablo Municipal Code Section 3.16.110(C).
Further, competitive bidding requirements may be dispensed if the public interest is better served by doing so, as where competitive bidding would not produce an advantage. (Graydon v. Pasadena Redevelopment Agency (1980) 104 Cal.App.3d 631; Los Angeles Dredging Co. v. Long Beach (1930) 210 Cal.348). The exception may be invoked where the product or service contracted for is of unique value and may not be obtained elsewhere (Hodgeman v. City of San Diego (1942) 53 Cal.App.2d 610,618).
Seagate Storage contract through NCPA
The procurement of the Seagate Storage Systems disk array network is in accordance with City of San Pablo Municipal Code chapter 3.16, pursuant to the “Specialized Services Combined With Equipment and/or Products” exemption in San Pablo Municipal Code Section 3.16.110(B) to allow continued use of this specific technology and the cooperative purchasing exemption in Section 3.16.110(E) that allows the City to join with other governmental agencies for the joint purchase of equipment, materials, supplies and services or to buy off another public agency’s competitive contract without the City undertaking its own competitive bidding process.
The previous agreement was with the Advanced Technology Solutions Aggregator (the lead public agency awarding contract #01-97). The current signed state agreement is on the behalf of government agencies and made available through the National Cooperative Purchasing Alliance (NCPA) provides customers access NCPA pricing in their applicable state without signing a separate contract. NCPA is a national cooperative procurement organization offering publicly solicited contracts to government entities nationwide. The current negotiated state contract has terms through July 31, 2024. Staff proposes to continue utilizing service through NCPA, and, therefore, requests City Council authority to waive formal bid procedures.
Public Safety Standing Committee
Staff presented the Public Safety Camera Infrastructure Plan to the Public Safety Standing Committee (Councilmember Xavier and Councilmember Pabon-Alvarado) on September 27, 2023. The Committee unanimously voted to receive the presentation and recommended to forward to City Council for formal consideration and approval.
FISCAL IMPACT
Current FY 2023-24 adopted Budget includes $236,000 allotted for Public Safety Camera maintenance and storage. The Police Department proposes to utilize funds from the Police Department’s operating budget (100-2110-43600), subject to funding availability for these purchases.
|
Dell Servers |
$31,240 |
|
Seagate Storage Systems |
$118,081 |
|
Milestone Software/License Update |
$64,369 |
|
Total Est FY 23/24 Costs |
$213,690 |
Attachments:
Att A - Resolution 2023
Att B - Seagate Quote
Att C - ODIN Systems estimate
Att D - NCPA Contract
Att E - NCPA Contract Renewal
Att F - Reso 2011-058
Att G - Reso 2016-282
Att H - Reso 2018-060