R2010-180 ACCEPTING THE BID - Laserfiche WebLink

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Mass Transit Memorandum No. 092410-1 September 24, 2010 TO: Honorable Mayor McElroy and City Council Members FROM: Ryan P. McCrady, City Manager Paul McChancy, Mass Transit Administrator SUBJECT: Purchase Order for Transit Van Camera Systems SUMMARY Staff recommends that Council adopt a Resolution awarding a RECOMMENDATION: purchase order for the purchase and installation of four(4) camera systems in the Transit System's ADA vans to the lowest responsive and responsible bidder: Seon Design, Inc. BACKGROUND: Staff wishes to install security cameras in four of the Transit System's ADA vans that are used to transport people with disabilities who are unable to use the bus system. Nine of the City's fixed route buses have security cameras but none of the City's six ADA vans are equipped. Staff has found that the cameras on the buses are very valuable for investigating accidents, incidents, slips and falls, etc. On August 18, 2010, staff placed an advertisement in the Decatur Tribune newspaper requesting sealed bids for the camera systems. The full Invitation for Bids (IFB) was also placed on Transit's web pages, and sent to 12 firms that manufacture vehicle camera systems. These firms were found through the First Transit network, a literature search, and a search of the internet. Four firms submitted bids by the September 17th deadline. (Bid Tabulation is attached). The scope of work in the IFB states: "SCOPE - The City of Decatur, IL, is requesting bids for the purchase and installation of four(4) digital video camera systems in Decatur Public Transit System (DPTS)vans, with all necessary hardware and software, and the purchase of two (2) spare removable hard disc units and one (1) digital playback station, if necessary, and with the option to purchase within five (5) years up to six (6) additional digital video camera systems, up to three (3) additional spare removable hard disc units, and up to three (3) additional digital playback stations. Detailed specifications are included as Attachment A." Bidders were required to submit a bid form showing the fixed price for the four camera systems, two spare hard discs and playback station. For the optional camera systems, spare hard discs and playback stations,bidders were required to submit a table of prices or a narrative explanation"to specify the method to be used to compute the prices for these items over the five year option period."