HomeMy WebLinkAboutAGENDA REPORT 2010 0616 CC REG ITEM 10Q ITEM 10.Q.
City Council Meeting
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MOORPARK CITY COUNCIL ACTION.- �"°�`-`�•� -�`�
AGENDA REPORT
TO: Honorable City Council
FROM: Yugal K. Lail, City Engineer/Public Works Director
Prepared by: Shaun Kroes, Senior Management Analyst
DATE: June 4, 2010 (CC meeting of 06/16/10)
SUBJECT: Consider Additional Costs for Preventative Maintenance Services in
2009/10 Fiscal Year; and Amendment No. 2 to Agreement with Direct
AN, Inc. for Moorpark Metrolink Station Security Camera Maintenance
Services Extending the Agreement for One Year for 2010/11 Fiscal Year,
and Expanding the Scope of Services to Include Preventative
Maintenance Services at Poindexter Park
BACKGROUND & DISCUSSION
On June 15, 2010 the City entered into an Agreement for quarterly preventative
maintenance services with Direct A/V at the rate of$2,100 per quarter(including $1,000 in
pre-authorized repair costs). The City receives federal funding for 80% of costs associated
with preventative maintenance of the security cameras.
The Agreement expires on June 30, 2010. The City has the option to extend the
Agreement for up to two additional years, in consecutive one-year increments. Staff is
requesting that City Council approve the first one-year extension, this will allow staff
sufficient time to formally request for preventative maintenance services from other
vendors.
Preventative maintenance services include-
• Clean all six cameras and camera equipment
• Check mounting equipment of all cameras and camera equipment
• Check power connections and Ethernet connections at Metrolink Station and Police
Services Center
• Check signal levels, link quality and errors of the security camera system
On June 30, 2009, the City amended the Agreement to include exploration of installation of
a security camera system at Poindexter Park (Amendment No.1). This amendment was at
S\Public Works\EveryonoReportslStaff Repor1s12010Uune106-16.2010(Direct AV PM Amendment)doc 236
Honorable City Council
June 16, 2010
Page 2
no expense to the City. Direct AN also provided security camera installation services at
Poindexter Park in FY 2009/11 under a separate agreement. Direct AN has offered to
provide the same level of preventative maintenance services at Poindexter Park when it
performs preventative maintenance services at the Metrolink Station at no additional cost
to the City.
During FY 2009/10, Direct AN incurred additional expenditures associated with the
Metrolink Station. Direct AN completed this work on their own with the understanding that
they may not be reimbursed. The tasks included Third Party Contractor Safety Training,
obtaining a Right-of-Entry Permit from Metrolink, and meeting additional Metrolink
insurance requirements. Direct AN performed these tasks in good faith and staff
recommends the reimbursement of$4,400.
If it is determined that a flagperson is required for Direct AN preventative maintenance, the
reimbursement rate would be in a not-to-exceed amount of $1,200 per flagperson visit.
FISCAL IMPACT
The $4,400 in FY 2009/10 reimbursement request is within the original $15,000 budget.
The Draft FY 2010/11 Budget includes $14,000 for preventative maintenance and repairs
to the Metrolink security camera system.
Eighty percent of all expenses associated with the preventative maintenance Agreement
are reimbursed with federal funds.
STAFF RECOMMENDATION
1. Approve payment of $4,400 for FY 2009/10 expenditures.
2. Approve and authorize the City Manager to sign Amendment No. 2, subject to final
language approval of City Manager and City Attorney.
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