Title
MOTION TO AWARD IFB # TS-20-13 "MILESTONE XPROTECT VIDEO MANAGEMENT SOFTWARE (VMS)” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, GERELCOM, INC., IN THE AMOUNT NOT TO EXCEED $238,008.07.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On December 16, 2020, the City Commission authorized the advertisement of TS-20-13 “Milestone XProtect Video Management Software (VMS)”, which was advertised on December 22, 2020.
2. The purpose of this solicitation was to provide the requested Milestone XProtect video management software to the City of Pembroke Pines.
3. Video Management Software does the following:
- Milestone Video Management Software will be collecting video from cameras at the following locations: Police Department, City Center, Public Services, Southwest Focal Point, and all Pembroke Pines Charter School campuses.
Note: The above only includes locations where cameras have already been installed. Future locations/buildings throughout the City is expected.
- Milestone Video Management Software records / stores that video to a storage device.
- Milestone Video Management Software provides an interface to both view the live video, and access recorded video.
- Security limitations would be set up to only allow for the following users of Milestone Video Management Software to view cameras at their specified locations: SRO’s at all Pembroke Pines Charter School campuses, Police Department, and City Center Municipal Security team.
Note: Designated Police Department personnel would have access to all cameras at all locations.
- Live video (no sound) would be available at all of the following locations: Police Department, City Center, Public Services, Southwest Focal Point, and all Pembroke Pines Charter School campuses.
Note: The list above only includes locations where cameras have already been installed. Future locations/buildings throughout the City is expected.
- Remote control access and control of cameras would be for the following locations: Police Department, City Center, Public Services, Southwest Focal Point, and all Pembroke Pines Charter School campuses.
Note: List above only includes locations where cameras have already been installed. Future locations/buildings throughout the City is expected.
- Milestone Video Management Software allows for future integrations to analytics like motion detection, LPR (license plate readers), object detection, and shot detection. Any of these analytics would be future add-ons.
4. The City’s current Video Management Software solution, Video Surveillance Operations Manager by Cisco, will be end of life next calendar year and will no longer be supported. Milestone XProtect Video Management Software will replace Video Surveillance Operations Manager by Cisco in supporting cameras throughout the City of Pembroke Pines including but not limited to City Center and Charter School campuses.
5. The City and the Police Department (the primary user) looked at other solutions over the last few months. Milestone's XProtect is the best fit to replace Cisco's end of life Video Surveillance Operations Manager solution throughout the City and especially the schools.
6. On January 19, 2021, the City opened five (5) bids from the following vendor(s):
|
Vendor |
Total |
|
Gerelcom, Inc. |
$238,008.07 |
|
Integrated Fire & Security Solutions Inc. |
$358,644.04 |
|
Johnson Controls Security Solutions LLC |
$392,131.81 |
|
Integrated Security Systems |
$399,318.57 |
|
Security 101 |
$409,699.48 |
7. The Technology Services Department has reviewed the bids and has deemed Gerelcom, Inc. as the most responsive/responsible bidder.
8. In addition, Gerelcom, Inc., has completed the Equal Benefits Certification Form and have stated that the "Contractor currently complies with the requirements of this section."
9. Request Commission to award IFB # TS-20-13 “Milestone XProtect Video Management Software (VMS)", to the most responsive/responsible bidder, Gerelcom, Inc., in the amount not to exceed $238,008.07.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $238,008.07
b) Amount budgeted for this item in Account No: Funds are available under account coding # 1-513-2002-64400 (Other Equipment).
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.