Fiscal Note
The Water Utility has received a Homeland Security Critical Infrastructure Grant award with a total budget of $485,000 for security upgrades. Of this total grant amount, 80% ($388,000) is dedicated grant funds and 20% ($97,000) is to be contributed by the Water Utility. In addition, any costs in the contract over the $485,000 will be the sole responsibility of the Water Utility. The $97,000 is provided for in the 2007 Water Utility Capital Budget - Miscellaneous Well Improvements project (Account #ew01-58201-810458). Given the current scope of this project, operating costs for the annual Longwatch Protection Plan (LPP) are estimated at $41,250 and will be accommodated in the Water Utility's Operating Budget (Account # ew01-54941-640000).
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AMENDED SUBSTITUTE - Authorizing the Water Utility staff to negotiate and the Mayor and the City Clerk to execute a contract with RepLogix, LLC for the procurement and installation of video surveillance and recording system at the Water Utility's remote facilities authorizing the General Manager to purchase a protection plan, and approving modification of the OJA Homeland Security Grant Agreement with Dane County accordingly.
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WHEREAS, Madison Water Utility wishes to protect and preserve the security of its remote facilities and provide safe drinking water for its customers; and
WHEREAS, the Water Utility has identified the need to install a video surveillance security system that can transmit video images over radio bandwidth, allowing real-time monitoring of movement and activities at remote water utility sites; and
WHEREAS, the Water Utility in conjunction with Dane County was awarded a Department of Homeland Security Grant from the Wisconsin Office of Justice Assistance (HS-05-CI-0495) with a total budget of $485,000 for such video surveillance system as well as upgraded door security/card access, with 80% ($388,000) paid by grant funds and 20% ($97,000) contributed by the City; and
WHEREAS, the Common Council approved acceptance of that grant in Resolution No. RES-07-00737; and
WHEREAS, the Water Utility budgeted funds in its 2007 Capital Budget for security upgrades for its 20% share of the project cost; and
WHEREAS, the Water Utility would like to use the entire grant ($485,000) for the video surveillance project, OJA and Dane County Emergency management are in support of this specifically for the purposes of the video project described below, and OJA will modify the grant accordingly; and
WHEREAS, the challenge was to find a video surveillance and communication system capable of transmitting quality video images over the Water Utility's current radio system without overloading the available bandwith, which is currently occupied by several other systems (iNET, card readers, and SCADA), and to do so within the available grant budget; and
WHEREAS, Madison Water Utility invited four (4) contractors specializing in video surveillance systems compatible with SCADA radio communications to a "Proof of Concept," and three (3) of the four companies participated in a live test in which they installed a test camera at one site and attempted to transmit video images via radio to a central location; and
WHEREAS, only one company, RepLogix, LLC (presenting a solution based upon Longwatch, Inc. surveillance cameras and Wonderware Midwest) was able to successfully transmit a video image and demonstrate the ability to meet the radio communication needs of the Water Utility through their proof-of-concept; and
WHEREAS, Water Utility has received a 75-page proposal from RepLogix, LLC detailing the technological solution and Water Utility staff have concluded that this solution would be the most beneficial for the City; and
WHEREAS, RepLogix's price proposal includes engineering of the system, estimated travel and expenses, complete equipment installation, software licenses, technical support and training for video surveillance equipment and software at 32 remote sites, with two cameras at 30 sites and 1 camera at 2 sites, within the grant budget of $485,000; and
WHEREAS, the Water Utility would purchase with any remaining grant funds plus available operating budget funds the Longwatch Protection Plan, a hardware and software support and maintenance plan offered through RepLogix in order to provide the first year of maintenance and support for the system once installed and after the initial warranty period at an annual price of $41,254.00 based upon 2 cameras at 30 sites and 1 camera at 2 sites;
WHEREAS, in the opinion of the Water Utility nothing would be gained by issuing a general RFP because the known companies specializing in this work were unable to meet the specific technological needs; and
WHEREAS, MGO 13.03(2), Duties of the General Manger, gives the General Manager the authority to purchase materials and employ services for the installation of equipment on behalf of the Water Utility, and the General Manager recommends that the City enter into a contract with RepLogix, LLC for the above purposes; and
WHEREAS, MGO 4.26, "City Purchasing," was recently adopted to streamline the city's purchasing procedures; and
WHEREAS, due to the size of this project and the recent adoption of MGO 4.26 the Water Utility seeks Council approval for this contract as a "sole source" under MGO 4.26(4)(a)2. and 4.26(4)(b); and
WHEREAS, the terms of the City's grant agreement with Dane County imposes a completion deadline of October 31, 2007 March 31, 2008; and
WHEREAS, the Board of Water Commissioners held Special Meetings to take up this resolution on July 24 and July 31, 2007 in order to report back at the August 7 Common Council meeting and seek Council approval for this contract.
NOW, THEREFORE, BE IT RESOLVED that Water Utility staff are authorized to negotiate a contract with RepLogix, LLC for the procurement and installation of video surveillance, recording equipment and related technology; and
BE IT FURTHER RESOLVED that the Mayor and City Clerk are authorized to execute contract(s) as needed with RepLogix, LLC for the above-described purposes, not to exceed a total project budget of $485,000 and a total Water Utility contribution of $97,000; and
BE IT FURTHER RESOLVED that the General Manager of the Water Utility is authorized to purchase the annual Longwatch Protection Plan (LPP) as described above, and renew it annually, as long as appropriate funds exist in the Water Utility budget; and
BE IT FINALLY RESOLVED that the Common Council approves modification of the terms of the City's grant contract with Dane County for Homeland Security Grant No. HS-05-CI-0495, as authorized in Resolution No. RES-07-00737, to allow the full amount of the grant to be used for the above video surveillance purposes.