To recognize the ongoing service, maintenance, replacement, and new project costs surrounding security camera solutions at Allen facilities, this communication attempts to catalog all four types of costs into a single whole.  By viewing the camera system as a single program, it allows for understanding of both the cost and the value to having a consistent approach to video surveillance across the organization.

In 2010, the City of Allen Purchasing Division issued a Request for Proposal for  a CCTV and Access Control Central Management System. Approximately 110 cameras, 51 card readers and a server were installed to accommodate various city facilities including the Municipal Service Center, Police Department, City Hall, the Edge and the Don Rodenbaugh Natatorium. 

In 2014, the City realized a need to increase the number of cameras and card readers due to expansion of existing facilities as well as new facilities being brought online to the system.  Phase I included the expansion of the Evidence Storage Area, Municipal Court and Fire Stations 1, 3, 4 and 5 along with the addition of several servers in various locations.  Phase II of the Security Camera project included the purchase and installation of 18 cameras at Celebration Park.

In 2019, Security System installations have recently been completed in the Rotunda at City Hall.  Securadyne Systems has provided a proposal for security cameras and audio drop for the Allen Public Library for a project amount of $30,922.87. 

Over the last couple of years, the IT Team has reviewed options for a potential replacement for our Milestone video management system and/or Axis cameras with the goal in mind of reducing long term costs.  The question was whether there were other solutions that could simplify the environment and keep camera maintenance and replacement costs down.   We currently have about 250 cameras in operation with more coming online every year.  The long-term view shows there is no significant savings found in alternative service vendors or camera systems.  Securadyne has been a good partner over the years and have designed and installed all of our cameras. They also have Criminal Justice Information Services certified technicians to work in secure areas such as the Police Department. 

Each year, new projects are requested to add or upgrade video surveillance to facilities that improve security.  One such example this year is at the Allen Event Center, where current video surveillance system and badge access card entry system was installed during the 2009 construction. The systems hardware, servers and software are obsolete and replacement parts are no longer available for the 2007 software, with limited or no manufacturer support available. These systems are crucial for the safety, security, and controlled access to the facility for staff, clients and guests. Upgrading the Allen Event Center to a current system is important for building monitoring and providing a controlled entry and safest possible environment.  

The Allen Event Center's current Video and Badge Access system was installed in 2009 during the initial construction. The system is a GE SymSecure system, developed by Genetec for GE Security and is operating on a now sunset system. The operating server operates on a Windows 2003 server with a minimal operating and storage capacity to run modern software. In 2016, the AEC installed a temporary system in key locations throughout the facility when the original systems became non-functioning in most areas. The 2016 system is not commercial grade and is beginning to fail. Existing systems have been sunset and the technology is obsolete. A new system will help ensure the facility remains secure for authorized access and meet the expectations of tenants, clients and guests. A significant percentage of the original cameras from 2010 are still in operation across the City, including those in outdoor environments, which is impressive but not unexpected when using high-quality cameras from Axis. 

At the same time, as with any technology these cameras are failing and have been replaced as needed over the last few years.  To address this, the $70,000 replacement line item presented here is being budgeted beginning in FY20 to build an ongoing funding stream to replace and repair cameras once they fail.  These funds will also be used to replace groups of old cameras at the end of their life when warranted.

The recommendation of this communication is to authorize the City Manager to execute an annual contract with Securadyne at locked-in labor rates and contract pricing on the equipment for the next five years.  That along with the annual maintenance will provide a predictable annual cost with a single system that services all of our facilities currently using cameras, keeping things simple for Dispatch, IT, and other departments.  The cost we are paying is fair and expected for a quality implementation. 

The total number below reflects the ceiling for our current FY 2019 and serves as an example and expectation of the kind of costs that could be approved with future fiscal year appropriations when new projects are added to the annual totals for service, maintenance and replacement.

  $45,000 - Annual Service Agreement - Onsite 24X7 Service Hours

  $15,000 - Semi-Annual Preventative Maintenance

  $70,000 - Annual Replacements of Access Control & Video Surveillance

$230,000 - New Access Control & Video Surveillance for Allen Event Center

$360,000 Total Annual Amount

General Fund FY 2019 Information Technology Budget - $60,000 (Annual Service Agreement, Semi-Annual Preventative Maintenance)

General Fund FY 2019 Requesting Department Budget - $70,000 (Annual Replacements of Access Control and Video Surveillance)

Community Development Corporation Fund Approved FY 2019 Funds - $230,000 (New Access Control and Video Surveillance for Allen Event Center)

Staff recommends that the City Council authorize the City Manager to execute an annual contract for the City's Security Camera System with Securadyne Systems to provide product, service, preventative maintenance, replacement and repair through Interlocal Agreements with OMNIA Partners and Department of Information Technology contracts in the amount of $360,000 with the option for four, one-year renewals.

I make a motion to authorize the City Manager to execute an annual contract for the City's Security Camera System with Securadyne Systems to provide product, service, preventative maintenance, replacement and repair through Interlocal Agreements with OMNIA Partners and Department of Information Technology contracts in the amount of $360,000 with the option for four, one-year renewals.