Report Prepared by: Jeff Bennyhoff, Director of Information Technology
Title
SUBJECT: Award Bid to AMS.Net for the Purchase of a CCTV Camera System for a Total Cost of $100,444
REPORT IN BRIEF
Considers awarding bid to AMS.Net for the purchase of a CCTV Camera System for a Total cost of $100,444.
RECOMMENDATION
City Council - Adopt a motion:
A. Awarding the bid to AMS.Net for CCTV Camera Systems for a total cost of $100,444; and,
B. Authorizing the City Manager or Deputy City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Refer to staff for further evaluation: or,
3. Deny.
AUTHORITY
Charter of the City of Merced, Article XI, Section 1111-Competitive bidding, and Merced Municipal Code Chapter 3.04, Article III - the purchase of materials, supplies, equipment, and contractual services of an estimated value greater than thirty-six thousand dollars.
CITY COUNCIL PRIORITIES
As provided for in the 2022-23 Adopted Budget
DISCUSSION
In 2009 the City designed, built, and ultimately purchased a Closed-Circuit Television or CCTV Camera system for routine video recording and monitoring of City facilities and open public spaces. These facilities and public spaces included City Hall, Airport, Police stations, Public Works Corporation Yard, Wastewater Treatment Plant, well sites and the downtown area.
After 14 years of continuous operations the system that controls and manages the cameras has now reached its end of useful life and must be replaced. The manufacture stopped supporting and selling components for the system in early 2020. It is no longer feasible to keep the system running without replacement parts and support from the manufacture.
In July of 2022 Council approved the procurement of technology goods utilizing a competitively bid contract through the County of Merced called FOCUS, with the awarded vendor being AMS.Net. In November of 2022 the City did a proof-of-concept implementation with the proposed CCTV camera system procured through the FOCUS contract. As the City is new to utilizing the FOCUS contract, we wanted to ensure the City received the lowest possible price. The City issued a bid to compare the total cost of goods to the Focus contract pricing. This bid represents approximately half of all the components required to completely replace the camera system. Assuming budget approval, in fiscal year 23/24 another bid will be released and brought forward to Council for consideration to replace the remaining balance of the system.
10 vendors responded to the bid and the tabulation is below. Blue Violet Networks retracted their bid after discovering they miscalculated their subtotals and failed to calculate sales tax, shipping, and handling into their bid. AMS.net also had a calculation error in their bid. They failed to line item the cost of shipping and handling cost of $2,192. AMS.NET amended their bid to reduce their Bid amount by the shipping and handling cost to align with the bid terms for a total bid of $100,444. City staff recommends awarding to the lowest cost vendor, AMS.Net. The pricing proposed by AMS.net bid directly match the pricing of the FOCUS contract.
|
Vendor |
Bid Amount |
|
Blue Violet Networks |
$81,710 [Vendor Retracted Bid] |
|
AMS.Net |
Amended Bid $100,444 [Original Bid $102,636] |
|
QOVO |
$109,756 |
|
CDW |
$112,837 |
|
MicroBiz |
$115,575 |
|
ICU |
$120,228 |
|
Allied Tech |
$125,416 |
|
Edgeworth |
$128,594 |
|
DHM |
$146,522 |
|
ADT |
$167,326 |
IMPACT ON CITY RESOURCES
Funding of $100,444 is available within the adopted budget of fiscal year 22/23.
$52,144 is available in Fund 7008-Support Service Information Tech Network, under object code 590001(Office Equipment & Furniture Capital Assets and $48,300 is available in Fund 7009- Computer Replacement, object code 590003 (Electronic, Tech, & Other Equipment) and project PC006000.
ATTACHMENTS
1. Blue Violet Networks Bid
2. AMS.Net Bid
3. AMS.Net Amended Bid
4. AMS.Net FOCUS Contract Pricing
5. AMA.Net Agreement for purchase of Goods