Technology Services proposes establishing a contract with Securadyne Systems Texas LLC dba Allied Universal Technology Services for the purchase and installation of interior and exterior security cameras with supporting equipment along with maintenance and repair services. The term of this contract shall be five (5) years and automatically renew for up to five (5) one-year periods.
The City executed a contract for camera installation services in 2014 and that contract expired as of March 2021. The services provided under the contract were to provide all labor, supervision, materials and equipment necessary for camera installation services, software and maintenance. The City currently has approximately 900 security cameras installed in 50 facilities. This includes indoor and outdoor locations with a mix of analog and IP cameras. The City has established policies and guidelines for the installation and operation of camera systems in conjunction with its enterprise Video Management System (VMS), Milestone Systems. City departments are responsible for ensuring adherence to policies, and request for new cameras are reviewed by the security camera committee, comprised of the Police Department and Technology Services Department. Due to the increased demand for cameras throughout the City, the aging of existing cameras, and the need to establish a multi-year contract, the City released RFP 2020-0706-AC Security Camera Supplier and Installation.
Purchasing published a Request for Proposals (RFP), and received eleven (11) proposals. Nine (9) proposals were evaluated and three (3) were shortlisted. Two (2) vendors failed on the Panduit requirement. After the evaluation team conducted vendor presentations, the decision was made to continue with only two (2) proposals. In view of this, the evaluation team contacted references, and conducted a pricing analysis of the remaining two (2) proposals to ensure all costs were considered. Upon completion, it was determined Securadyne Systems Texas LLC dba Allied Universal Technology Services offered the best overall value to the City. As added value, it was concluded service plans would be included for on-going support after installation to ensure these critical cameras were maintained and repaired in a timely manner.
Technology Services recommends awarding this contract to Securadyne Systems Texas LLC dba Allied Universal Technology Services, for an estimated cost of $2,366,895 over a ten (10) year period. It was determined that their proposal would be the best value to the City as it meets the needs of the City and offers a very high discount on camera equipment. In addition to the discount, the service plan includes inventory tracking, documentation, and increased awareness of the latest security camera best practices and technologies. The maintenance cost under this contract is $32,300 annually throughout the life of the contract, and the remaining $2,043,895 is in an estimated amount to account for camera replacement projects managed through the City’s Project Management Office (PMO). The City’s PMO manages the replacement program for installed cameras at city facilities, and these cameras have a 5 year lifecycle.
If the City of Plano does not award this contract, the City will pay higher rates for repairs of existing cameras and installation of new cameras. Additionally, the City will have increased downtime of cameras as Technology Services will need to acquire quotes for services from various vendors as needed for repairs and installation.