To rescind the award of 2024-0518-O for CCTV Expansion Project-Equipment, Project No. TP-S-00009, for the Engineering Department in the amount of $688,828 from AM Signal, LLC. Approved

On September 9, 2024, City Council awarded the purchase of CCTV Expansion Project-Equipment, Project No. TP-S-00009, for the Engineering Department in the estimated amount of $688,828 to AM Signal, LLC through an existing contract; and authorizing the City Manager to execute all necessary documents. No purchase was made from AM Signal, LLC. (PCA Contract No. OD-383-23)

The Engineering Department - Transportation Division recommends rescinding the previous CCTV camera award in the amount of $688,828 to AM Signal, LLC, through the BuyBoard purchasing cooperative. This purchase had included the procurement of 146 CCTV cameras.

Quotes from three vendors were received under the original request.  Traffic Engineering was seeking a camera with H.265 functionality among other requirements.  The H.265 cameras offer higher video quality while compressing the footage into smaller file sizes, which helps the City reduce storage costs and lower bandwidth requirements for transmitting the video.

One quote received had an equipment description as “Costar Camera 4260HD H.264 1080p 3x, POE”.  Based on the review of the equipment description on the quote, staff deemed the quote non-responsive, as the description provided indicated reference to H.264 standards and did not reference H.265, and recommended award to AM Signal, LLC. 

The vendor who submitted the non-responsive quote raised questions regarding the staff's decision. Upon further review and clarification, it was determined that an administrative error had occurred during the review of quotes. As a result, staff recommends rescinding the award and initiating a new procurement process for this project in 2025.

Failure to rescind the award could lead to financial risks for the City, including the potential jeopardization of Federal funding.

This item has no financial impact.

Approval of this item will support the City's Strategic Plan Critical Success Factor of being an Excellent, Innovative, and Accountable City Government.