HomeMy WebLinkAboutAGENDA REPORT 2004 0519 CC REG ITEM 09DTO:
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DATE:
MOORPARK CITY COUNCIL
AGENDA REPORT
The Honorable City Council
ITEM q • �b -
John Hartnett, Recreation Manager w
Marty Hall, Recreation Coordinator II
May 7, 2004 (CC Meeting of May 19, 2004)
SUBJECT: Consider Adoption of a Resolution Amending
the FY 2003/04 Budget by Appropriating
Funds for the Purchase of Digital
Security Video Monitoring System and
Authorizing City Manager to Sign All
Related Agreements
SUMMARY
The City Council is being asked to approve a budget
amendment appropriating $11,890 from the FY 2003/04 General
Fund Reserve for the installation and purchase of Digital
Security and Electronics' Bosch video monitoring system at
the Arroyo Vista Recreation Center (AVRC). It is proposed
that the funds used to pay for the total cost of the
purchase ($18,890) be allocated as follows: a new $11,890
appropriation from General Funds Reserve, and $7,000 from
savings in the Recreation Division's FY 2003/04 budget. The
Council is also being asked to waive the $15,000 purchasing
limit that requires a formal bid process, as outlined in
the Moorpark Municipal Code (Section 3, Chapter 3.04.120 -
Exceptions to competitive bidding requirements). Staff met
with three potential vendors to explore options for the
most appropriate system, and feel that the Digital Security
system offers a unique, customized system that best serves
the needs of the AVRC.
DISCUSSION
The current video monitoring device at AVRC is an obsolete
system which is over ten years old, and does not provide
the one -year of documentation records that the law requires
for retention. It was designed to use one video tape per -
day with staff re -using one of seven tapes each week. This
has never allowed staff the ability to document activities
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Honorable City Council
May 19, 2004
Page 2
for one -year without having 365 individual tapes. Also, the
quality of tapes is very poor due to aging equipment and
inadequate camera lenses. Often times, staff cannot
identify individuals or incidents on the tapes. In
addition, placement of some of the existing cameras is
ineffective. The current equipment is in need of repair
which provided staff the incentive to look at the
feasibility of replacing the entire system.
The City's goal is to have a security system at AVRC that
provides good picture quality and camera placements, as
well as one that allows staff to record a year's worth of
documentation in a compact form. The system also must
allow the City to expand coverage of the AVRC with the
option of adding more cameras in the future, if desired.
City staff have investigated three options for purchasing
or leasing an effective video monitoring system to provide
quality security at the AVRC. The following is a breakdown
of the three options:
• M & J Video Communications, Inc.
M & J Video originally installed the AVRC system. They
suggest replacing some parts with new components. with
this system, the City would still have to purchase and
store 365 tapes to maintain one - year's worth of data.
Total cost to repair and upgrade the system is $2,390.
This price does not include purchasing 365 tapes and a
tape storage unit. This system is cumbersome and
ineffective for the City's use. The City would still be
left with an outdated system, no additional cameras, and
no ability to expand.
• Bay Alarm
Bay Alarm's proposal is a yearly lease of a security
video system. The system they recommend would allow staff
to keep data for one year. They would use all existing
cameras at the AVRC and install a new digital recorder
and storage unit. The cost of the installation of new
equipment would be $14,632. There would also be a
monthly leasing fee of $594.
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Honorable City Council
May 19, 2004
Page 3
• Digital Security
Digital Security provided the City with two options. One
is to lease a Bosch security video system and the other
is to purchase the system. Both options would provide
AVRC with a system that would record a year's worth of
data. Two new cameras would be added to the current
system along with a new recorder and storage unit. In
addition, existing cameras would be strategically moved
for better placement and upgraded lenses would be added
for improved coverage. The recommended system also has a
motion detector which will activate the system when there
is movement in any area and can be programmed to activate
or de- activate the system. The lease price is $12,700 for
installation with a monthly maintenance /service charge of
$227, and a final buyout fee of $2,824 after two years.
The purchase price is $18,890 with an "optional" monthly
maintenance /service charge of $166.
After reviewing and considering all three proposals, staff
recommends purchasing the system by Digital Security. In
addition, given that the Bosch equipment is covered by a
three -year warranty, staff recommends not opting for the
monthly service fee. The Bosch system gives AVRC higher
quality security coverage with two additional cameras, new
lenses, better camera placements, and a system that can be
expanded on in the future, if necessary. Also, in the long
run, the cost is justified as the best of the three
proposals when considering having to change and store 365
tapes daily, or absorb a significant monthly service fee.
STAFF RECOMMENDATION (Roll Call Vote)
Adopt Resolution No. 2004- and waive the bid
requirement consistent with Moorpark Municipal Code Section
3.04.120 for purchase of Digital Security Video Monitoring
System.
Attachment: A- Resolution
1111.;
ATTACHMENT A
RESOLUTION NO. 2004-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FY 2003/04 BUDGET
FOR EXPENDITURES RELATED TO PURCHASE OF DIGITAL
SECURITY SYSTEM BY APPROPRIATING $11,890.00 FROM THE
GENERAL FUND RESERVE BALANCE (1000.5500) TO THE
RECREATION DIVISION EXPENDITURE BUDGET (1000.7630)
WHEREAS, on June 18, 2003, the City Council adopted
the budget for Fiscal Year 2003/04; and
WHEREAS, on May 19, 2004, staff presented Council
with a report requesting appropriation of $11,890.00 from
the General Fund Reserve Balance for purchase of the
Digital Security system; and
WHEREAS, said system would enhance security of the
City and citizens at Arroyo Vista Recreation Center; and
WHEREAS, Exhibit "A" hereof describes said budget
amendment and its resultant impact to budget line item(s).
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
MOORPARK DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment to allocate $11,890.00
from the General Fund Reserve Balance, to the Recreation
Division Expenditure budget, as more particularly described
in Exhibit "A" attached hereto is hereby approved. Further,
the City Council hereby authorizes Steven Kueny, City
Manager, to serve as signatory for the City Council on all
related agreements for this purchase.
SECTION 2. The City Clerk shall certify to the
adoption of the resolution and shall cause a certified
resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 19th day of May, 2004.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
Attachment: Exhibit A
000069
Resolution No. 2004-
EXHIBIT A
Budget Revision
A. Fund Allocation:
Fund No.
Fund Name
Amount
1000.5500
General Fund Reserve
$11,890.00
B. Budget Appropriation:
BUDGET NUMBER
BUDGETED
REVISION
NEW BUDGET
1000.7630.0000.9504
$0.00
$11,890.00
$11,890.00
Approved to Form: 01
0000,70