Title
Consideration of and action on a quarterly plan for expenditures for the period of January 1, 2021, through March 31, 2021 and authorize and recommend the submission to City Council for the purchase of items related to the construction of a new EOC in the amount of $375,100.00.
Body
Consideration of and action on a quarterly plan for expenditures for the period of January 1, 2021, through March 31, 2021. An explanation of the status of these items will be provided in the presentation. Also, an explanation will also be given for items related to the construction of the new EOC.
Summary:
Approval of the quarterly plan for expenditures through the CCPD budget and authorize and recommend the submission to City Council for the purchase of items related to the construction of a new EOC.
In the assessment of the EOC construction project, staff identified several items that need to be addressed before the construction of the EOC begins. On December 15th, 2020 staff discussed these items in a joint workshop with the CCPD and City Council under existing facility renovation cost. Staff is now asking the CCPD for authorization to take these items to City Council for purchase. These items are not part of the EOC construction project that will be designed by PGAL Architects, but will be purchased with construction EOC funds and must be implemented before EOC construction begins. Addressing these items now rather than waiting for construction to begin will prevent delays in the construction schedule. Staff is also asking for a 10% contingency to be included in the budgetary total.
Item 1: Jail Access Control System, estimated cost $116,500.00.
The Deer Park jail “Access Control System” in its current configuration, is in need of extensive repair, retrofit and redesign. The current system was installed when the Police Department building was built in 2006. The current system operates on a platform that is no longer supported by the vendor. The system cannot be simply upgraded and will require replacement of the main pro logic controller (PLC) as well as retrofitting and replacing controls. The replacement, retrofitting and repair of this existing system will increase the safety in the jail for staff and inmates, reduce unnecessary facility damage, and increase its overall efficiency.
Item 2: Police Department Access Control and Camera System, estimated cost $211,000.00
The Police Department access control and camera system is outdated and should to be upgraded to modern standards and be integrated into the Jail Access Control System. The current systems were installed in 2012 and are the oldest systems in the City. Technology has improved significantly over the last ten (9) years. New cameras are now 6x better resolution. Access controls are now integrated with video and provide a more complete picture of the security environment. Replacing the current system will allow for better identification and tracking, easier operations and reporting, and provide a flexible platform going into the future.
Item 3: Cable Network System, estimated cost $4,500.00
The cable network system saves the Police Department the cost of individual cable boxes required for each television and allows for a consistent “PD cable network” with selected broadcasted channels throughout the building and in the EOC.
Item 4: Room Technology, estimated cost $9,000.00
Adding room technology to existing and new conference rooms at the PD will bring the PD conference rooms up to the same standards as City Hall and other city buildings. This includes replacing and upgrading televisions, adding Crestron room schedulers, adding microcomputers for multimedia and adding click shard devices to give laptop users the ability to collaborate. Adding room technologies will allow for better collaboration amongst staff, more efficient virtual meetings, easier controls of room use and availability and overall increased productivity.
Fiscal/Budgetary Impact:
The 2020-21 CCPD budget was reviewed and approved by the CCPD Board of Directors on July 6, 2020. It was further approved by Deer Park City Council on August 18, 2020. Of the approved items in the budget the attached are expected to be purchased or begin being purchased during the second quarter of the 2020-21 fiscal year. We will be spending salary amount consistent with personnel assigned to the CCPD budget.
Items related to the construction of a new EOC will be funded from the CCPD Capital Improvements Budget for the construction of the EOC.
Recommended action
Approval of quarterly plan for expenditures through CCPD budget and authorize and recommend the submission to City Council for the purchase of items related to the construction of a new EOC in the amount of $375,100.00.