REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a 5-year Purchase Agreement to AMS.NET, Inc in the Amount of $453,925 for Video Archiving Hardware, Project Management and Installation Services in the Amount of $453,925
Report
REPORT IN BRIEF
Approval is requested to award a 5-year purchase agreement to AMS.NET, Inc. of Livermore for video archiving hardware, project management/installation services in a not-to-exceed contract amount of $453,925 for a five-year support term and authorize a 15% contingency in the amount of $68,089.
EXISTING POLICY
Pursuant to Section 2.08.040 (d) of the Sunnyvale Municipal Code, Council approval is required for the procurement of goods and/or services exceeding $250,000 in any one transaction.
Section 2.08.220 (b) of the Sunnyvale Municipal Code authorizes the purchasing officer to direct the city’s participation with one or more governmental, public or quasi-public agencies in a cooperative agreement for the procurement of goods and/or services, provided that at least one of the agencies has solicited bids.
Pursuant to Sunnyvale Charter Section 1305, at any meeting after the adoption of the budget, the City Council may amend or supplement the budget by motion adopted by affirmative votes of at least four members so as to authorize the transfer of unused balances appropriated for one purpose to another, or to appropriate available revenue not included in the budget.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonable foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
The City opened the new Emergency Operations Center (EOC) at 700 All America Way in 2022 and City Hall at 456 West Olive Avenue in 2023.The newly built facilities have 73 security cameras installed across the two buildings. These cameras are strategically located to provide visibility to help ensure public safety.
The City is entering into a contract with AMS.NET, Inc. to implement a video archiving storage solution that ensures compliance with legal requirements for retaining security camera recordings for a minimum of one year. This solution provides secure, scalable storage with easy retrieval and management of recorded footage. By adopting this system, the City will meet regulatory obligations for video retention at new buildings.
This purchase is made through the Fast Open Contracts Utilization Services (FOCUS) program, a competitively bid procurement vehicle that enables government entities to acquire technology solutions through public entity contracts. FOCUS is the only statewide government-to-government purchasing program in California, offering both local and national government agencies a streamlined method to procure technology solutions via formally bid contracts.
The County of Merced conducted a comprehensive request for proposal process in May 2021, resulting in contract 2021092 between FOCUS and AMS.NET, Inc. The City's pricing for this purchase is based on this contract, which remains effective through May 17, 2026 (Attachment 2 to the report). By leveraging this cooperative purchasing agreement, the City benefits from more competitive pricing than would be available through independent bidding processes.
The initial cost to the City will be $453,925 which includes the purchase of hardware, 5-years of support, additional storage, and professional services to execute implementation.
FISCAL IMPACT
Funding for Civic Center video archiving was originally budgeted and available in Fund 3201 - Infrastructure Renovation & Replacement fund under Project 831340 - Civic Center Modernization.
Ongoing maintenance and support costs will be incorporated into the Information Technology Department operating budget at the end of the initial support period in FY 2030/31, and the new equipment will be included in the equipment replacement schedule. Funding for technology replacement and maintenance is paid through internal service charges from all other City departments in the Technology and Communication Services Fund.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the City Hall reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Authorize the issuance of a 5-year contract purchase agreement utilizing the terms included as Attachment 1 to the report to AMS.NET, Inc. in an amount not to exceed $453,925;
- Authorize the City Manager to execute the contract when all necessary conditions have been met; and
- Approve a 15% contingency in the amount of $68,089.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
_x_ Contract or franchise
EXEMPT FROM THE LEVINE ACT
__ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
__ Contract between public agencies
___General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Kathleen Boutte Foster-Gee, Chief Information Officer
Reviewed by: Matt Paulin, Director of Finance
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Merced County FOCUS Contract 2021092
2. Amendment 1 to Contract No. 2021092 Between Merced County and AMS.NET, Inc.