AGENDA REPORT
REQUEST FOR CITY COUNCIL AND
CORONA UTILITY AUTHORITY ACTION
DATE: 4/5/2017
TO: Honorable Mayor and City Council Members
Honorable President and Board Members
FROM: Police Department
SUBJECT:
Title
City Council and Corona Utility Authority consideration to approve the Phase II of the City Unified Camera Project and other related budgetary and purchasing actions for both Phase II and Phase I of the City Unified Camera Project.
End
RECOMMENDED ACTION:
Recommended action
That the:
City Council for the City Unified Camera Project, Phase II:
1. Authorize the purchase of various camera equipment, installation services, and one year of maintenance costs for the City Unified Camera Project, Phase II.
2. Authorize the Chief of Police to execute any other related documents, amendments, and agreements that are consistent with or in furtherance of the City Council’s actions hereunder.
3. Authorize the Purchasing Manager to issue a purchase order to the amount of $792,196.13 from Leverage Information Systems of Woodinville, WA as an exception to bidding pursuant to Corona Municipal Code (CMC) Section 3.08.140(E), Purpose of Bidding Is Otherwise Accomplished.
4. Authorize a $140,864.45 General Fund budget transfer from the Police Department’s FY 2016-17 operational budget into the City Unified Camera Project, Phase II.
5. Appropriate $23,911.83 from the Wastewater Utility Fund Balance and $25,501.96 from the Fleet Operations Fund Balance into the City Unified Camera Project, Phase II.
City Council for the City Unified Camera Project, Phase I:
6. Authorize cash transfers of $22,485.15 from the Water Utility Fund and $22,485.15 from the Water Reclamation Fund to reimburse the General Fund for the Department of Water and Power’s share of the two years of maintenance and data storage costs, related to the City Unified Camera Project, Phase I.
7. Authorize a $26,776.24 General Fund budget transfer from the Police Department’s FY 2016-17 operational budget into the City Unified Camera Project, Phase I to pay for additional work at the Animal Shelter and for additional maintenance costs.
8. Appropriate $9,415.89 from the Water Utility Fund Balance and $9,415.89 from the Water Reclamation Fund Balance into the City Unified Camera Project, Phase I to fund the remaining three years of maintenance outstanding.
9. Authorize the Purchasing Manager to complete two change orders to the Leverage purchase order (a) an administrative change to allow for the remaining three year of maintenance cost to be properly reallocated to the Department of Water and Power Funds and reduce the General Fund, and (b) increases the General Fund $26,776.24 for the Animal Shelter and for additional maintenance costs both as reference above.
10. Corona Utility Authority (CUA) review, ratify and to the extent necessary direct that the City Council take the above actions for the City Unified Camera Project, Phase I and Phase II.
Body
ANALYSIS:
In February 2014 the City awarded the Request for Proposal (RFP) 14-003JB, to vendor Leverage Information System for the City Unified Camera Project. This original project was the first phase of the citywide camera infrastructure design. The project combined multiple City facilities (City Hall, Police Facility, Temescal Public Safety Facility, Corporation Yard buildings, the Corona Public Library, Circle City Center, and the Animal Shelter) and the Traffic Management System existing cameras into a unified surveillance system. In addition, cameras were added to several parks (Butterfield, Citrus, City, Cresta Verde, Mountain Gate and Santana).
The camera system allows the Corona Police Department to monitor areas of the City using high definition cameras and enhance the City’s ability to deter criminal activity throughout the City by dispatching Police patrols to areas of the City where criminal activity is occurring.
Phase II of the City Unified Camera Project is a continuation of this citywide surveillance system. Funding was approved by the City Council in the Fiscal Year 2015-16 Capital Improvement Plan. The Corona Police Department is seeking an Exception to Bidding, Purpose of Bidding Is Otherwise Accomplished, as it is in the best interest of the City to allow the continuation of the infrastructure work to remain under the same vendor.
Phase II improvements will expand the camera surveillance system to the Lester Water Treatment Plant, Serra Del Oro Water Treatment Plant, Water Reclamation Plant #2, and an additional ten (10) parks (Border, Chase, Contreras, Jameson, Mangular, Parkview, Rock Vista, Spyglass, Stagecoach, Tehachapi,) the City Hall parking lot drop box, and various additional traffic cameras. Added were some jail and interview room upgrades, and cameras for the Department of Water and Power (DWP) /Fleet storage areas, as well as, one year of maintenance costs for all the mentioned items.
Phase II also includes five parks funded from the Community Development Block Grant funding (City, Joy, Husted, Merrill and Sheridan Parks). The CDBG parks have been moved to a separate purchase order to isolate for federal requirements and reporting. This recommendation for the exception to bid is for the non-CDBG, Phase II items, however, one year of the CDBG parks maintenance has been included in the Phase II scope of work. The CDBG parks are scheduled to be completed by June 30, 2017. The other items schedule of service (or project timeline) is still being developed and it is anticipated to take 12 to 18 months for the project.
Also included in this report are some Phase I items that the Police Department is requesting to address. The Phase I original purchase order for the City Unified Camera Project did not prorate the maintenance and data storage costs to the DWP funds. These costs were expensed against the General Fund during that time. It is requested that the DWP funds reimburse the General Fund for previous costs incurred and that a change order be approved to address the remaining three years of the maintenance costs on the Phase I purchase order. Additionally, it is requested that a change order be authorized to cover the Animal Shelter and some minor maintenance costs that were added as the project scope was revised. All cost details are listed in the fiscal impact.
COMMITTEE ACTION:
Not Applicable.
STRATEGIC PLAN:
This item supports the City Strategic Plan goal to Promote Public Safety: Protect our Residents and Businesses (a). Ensure adequate funding for police and fire services, (b). Ensure adequate funding for facilities and equipment needed to support timely delivery of police and fire services to our community and (c). Ensure adequate funding for investments and improvement in infrastructure that support public safety.
FISCAL IMPACT:
The Fiscal Year 2016-17 budgetary and recommended actions for the Phase II project are shown on the attachment - Reference Table A.
The Phase II project budget is current at $914,221, based on the recommended actions it will increase to $1,104,499.24, by appropriations and a budget transfer as noted. These numbers include one year of maintenance costs, to begin, once the cameras are connected. The recurring Phase II maintenance costs are estimated at $35,000 for the General Fund and $17,000 for the DWP funds and are anticipated to be addressed in the FY 2019-2020 budget process.
The recommended actions for the Phase I project are shown on the attachments:
City Unified Camera Project - Phase I / Cash Transfers - Reference Table B
City Unified Camera Project - Phase I / Change Order - Reference Table C
The General Fund balance will increase $44,970.30 based on the reimbursements from the Water and Water Reclamation Funds for previously paid maintenance and data storage costs.
Change orders are also needed to reallocate the years three to five for maintenance costs into the correct funds from the General Fund into the DWP Funds and address the additional Animal Shelter and maintenance work needed to complete Phase I.
Funding for the recommended actions is available as follows:
|
Fund |
07/01/16 Fund Balance/ Net Position |
Budget Revenues/ Sources |
Budgeted Expenditures/ Uses |
04/05/17 Appropriations/ Cash Transfers |
06/30/17 Est. Fund Balance/ Net Position |
|
Water Utility Funds |
$ 113,903,479 |
$ 68,280,012 |
($ 71,619,471) |
($ 31,901) |
$ 110,532,119 |
|
Water Reclamation Funds |
$ 84,944,156 |
$ 34,908,075 |
($ 55,415,356) |
($ 55,813) |
$ 64,381,062 |
|
Fleet Operations Fund |
$ 10,223,009 |
$ 4,212,518 |
($ 6,833,511) |
($ 25,502) |
$ 7,576,514 |
|
|
|
GENERAL FUND |
|
|
Budget Workshop - Estimated Revenue Over Expenditures |
$ 12,432 |
|
Previously approved budget adjustments (net) * |
(142,298) |
|
Current Estimated Revenue Over Expenditures |
(129,866) |
|
04/05/17 - Cash Transfer from Utility Funds for Camera Project (Action #6) |
44,970 |
|
Amount needed from Budget Balancing Measures Reserve |
($ 84,896) |
|
|
|
|
Budget Balancing Measures Reserve |
$19,429,676 |
|
Previously approved from Budget Balancing Measures Reserve (net) * |
(129,866) |
|
Mid-Year estimated budgetary shortfall ** |
(543,644) |
|
04/05/17 - Cash Transfer from Utility Funds for Camera Project |
44,970 |
|
Subtotal Uses of Budget Balancing Measures Reserve |
(628,540) |
|
Budget Balancing Measures Reserve Balance |
$ 18,801,136 |
|
*Approved through Council Action or other operational process. |
|
** Use of Budget Balancing Measures Reserve to be requested at year end, if needed. |
ENVIRONMENTAL ANALYSIS:
No environmental review is required because the proposed action is exempt under the California Environmental Quality Act.
PREPARED BY: BARBARA THIERJUNG, PUBLIC SAFETY FINANCE DEPUTY DIRECTOR
REVIEWED BY: THOMAS WEEKS, POLICE CAPTAIN
REVIEWED BY: KIM SITTON, FINANCE MANAGER
REVIEWED BY: CITA LONGSWORTH, PURCHASING MANAGER
REVIEWED BY: TOM MOODY, ASSISTANT GENERAL MANAGER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
SUBMITTED BY: DARRELL TALBERT, CITY MANAGER
Attachment - City Unified Camera Project Phase I and Phase II - Fiscal Impact Details