CC - Item 4F - Approval of HQE Systems, Inc., Access Control and Security Camera System Public Safety Center Upgrade ProjectROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: BEN KIM, CITY MANAGER fs-,
DATE: JANUARY 14, 2025
SUBJECT: APPROVAL OF HQE SYSTEMS, INC., ACCESS CONTROL AND
SECURITY CAMERA SYSTEM PUBLIC SAFETY CENTER UPGRADE
PROJECT
SUMMARY
On September 1, 2022, the City Manager's Office published Bid No. 2022-25 requesting
proposals for qualified vendors to furnish and install an integrated Access Control and Camera
System ("ACCS") at twelve (12) City Facilities. On October 25, 2022, the City Council
approved the Construction Contract with HQE Systems Inc. (HQE") for the ACCS Upgrade
Project at eleven (11) City Facilities, and postponed upgrades at the Public Safety Center until
the completion of the facilities renovation project ("Attachment B").
DISCUSSION
On September 29, 2022, the City received six (6) proposals for the Citywide ACCS Upgrade
Project for twelve (12) City Facilities. Staff performed a comprehensive evaluation of the
proposals based on compliance with the bid requirements including experience, understanding of
scope of work, timeline, system requirements and project cost. Based on the evaluation, HQE
was determined to be the lowest responsive bidder, with the proposed amount of $457,408.87.
On October 25, 2022, the City Council approved the Construction Contract with HQE for eleven
(11) City Facilities in the amount of $413,653.92, postponing the Public Safety Center upgrade
until the facility renovation is completed. Based on the projected timeline, the Public Safety
Center facility renovations are expected to be completed within the 2024-2025 Fiscal Year. In
anticipation of completing facility renovations, staff is requesting to approve the remaining
ACCS Upgrade Project at the Public Safety Center. The estimate cost to complete this upgrade is
in the amount of $58,906.50 ("Attachment A"). Staff is requesting that the City Council approve
the final location.
STAFF RECOMMENDATION
It is recommended that the City Council authorize the City Manager to execute a construction
contract with HQE Systems, Inc., for the Public Safety Center Access Control and Security
Camera System Upgrade Project in the amount of $58,906.50.
AGENDA ITEM 4.F
City Council Meeting
January 14, 2025
Page 2 of 2
FISCAL IMPACT
The General Fund is not impacted. The Fiscal Year 2024-25 Public Facilities Internal Service
Fund (Fund 501) did not allocate for the expense of the Camera System Upgrade Project
Consequently, a $58,906.50 budget change is needed; the budget will be changed at the mid -year
budget report sometime in February or March of 2025. Enough reserves in the Public Facilities
Internal Service Fund (Fund 501) will allow for the additional $58,906.50 appropriation.
The proposed action does not constitute a project under the Environmental Quality Act
("CEQA"), and it can be seen with certainty that it will have no impact on the environment.
Thus, this matter is exempt from CEQA.
STRATEGIC PLAN IMPACT
The ACCS project is consistent with the City of Rosemead's Strategic Plan Goal A — Safety,
which is to enhance public safety for all who live, work, and play in the City of Rosemead.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
Prepared bdy•
Silvia Llamas, Administrative Analyst
Submitted by:
Bryan Chua, Assistant City Manager
Attachment A: HQE Systems Inc. Construction Proposal
Attachment B: Staff Report of October 25, 2022
U
Attachment A
HQE Systems Inc. Construction Proposal
ESTIMATE FOR:
The City of Rosemead
Additional ACS/CCTV
FlUBt_IC 5AF9TY
Date Submitted: 26 September, 2023
Proposal Prepared For:
City of Rosemead
838 E. Valley Boulevard
Rosemead, CA 91770
POC: Mr. Ben Kim
Title: City Manager
Email: bkim@citvofrosemead.ors
Tel: (626) 569-2100
4Idr ;7, ' "r zl
Mr. Qais Alkurdi
N �/
Chief Executive Officer
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t.tusn
s.3 ;�-
(800) 967-3036 X1102
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Proposal Approved By:
HOE Systems Inc.
27419 Via Industria
Temecula, CA 92590
POC:
Mr. Qais Alkurdi
Title:
Chief Executive Officer
Email:
Contracts@HQESvstems.mm
Tel:
(800) 967-3036 X1102
This proposal contains trade secrets and confidential business or financial information exempt from disclosure
under the Freedom of Information Act. This proposal includes data that shall not be disclosed outside the
Government and shall not be duplicated, used, or disclosed—in whole or in part—for any purpose other than to
evaluate this proposal. If, however, a contract is awarded to this offeror as a result of—or in connection with—the
submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent
provided in the resulting contract. This restriction does not limit the Government's right to use the information
contained in this data if It is obtained from another source without restriction. The data subject to this restriction
are contained in this proposal and all attachments. All product names, logos, and brands are the property of their
respective owners. All company, product, and. service names used in this proposal are for identification purposes
only. Using these names, logos, and brands do not imply endorsement.
Summary
HOE Systems, Inc., a Service Disabled Veteran Owned Small Business (SDVOSB), is pleased to provide the
below cost for Additional ACS/CCN at Rosemead, CA. The offer is valid for 90 days. This estimate is in
response to the customer's request for:
• To provide the client with additional CCN camera locations at identified locations
• To install 7 Door Kill switches for access control at identified locations
• Install the requested number of CCN and ACS at the Public Safety Building
Please submit any resulting purchase order or contract to contracts@hgesystems.com
Estimate
p
Installation Budget Summary
Estimate
1
Total Labor
$ 24,155.37
2
Other Direct Costs (ODC's)
$ 12,921.00
3
Equipment
$ 21,830.13
Total Estimate
$ 58,906.50
Bill of Materials
Equipment Descriptions
QTY
Cameras
2
HDD for NVR 8TB with caddies
4
16GB RAM to bump to 64GB in NVR
2
Public Safety
Card Readers
4
REX Devices
4
Maglocks
2
Strikes
2
4DBC
1
NILS
1
Altronix PS
1
Fixed Cameras
13
Network Switch
1
Misc
1
Kill Switch Budget
1
HUE SYSTEMS, INC. I A Service -Disabled Veteran Owned Small Business (SDVOSB)
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.
Payment Terms: Prior to Shipment
End of Estimate
"Our goal at HQE is to continue to serve our veterans through our Hire Veterans Policy HQE-2015-2025.
We appreciate our current and past customers who have helped us meet our goals of hiring veterans
throughout the years. Your support in HQE is directly impacting the support of our incredible veterans.
Thank you for your consideration and support of Minority Business Enterprise (MBE), Disadvantaged
Business Enterprise (DBE), and Service Disabled Veteran Owned Small Business (SDVOSB)!."
Thank You from the team of HQE Systems Inc.
VA/? Al', wra!'
CEO, Disabled Veteran / Retired
HQE SYSTEMS, INC. I A Service -Disabled Veteran Owned Small Business (SDVOSB)
use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.
CAPABILITIES STATEMENT
www.HQESystems.com
Full Technology & Software Services Provider
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SURVEILLANCE ACCESS INTRUSION INDOOR& ELECTRONIC SOFTWARE SYSTEMS
CAMERAS CONTROLS DETECTION OUTDOOR MASSALERTS DEVELOPMENT INTEGRATIONS
SPEAKERS SYSTEM
About Our Company
HQE Systems, Inc. is a Service Disabled Veteran Owned Small Business (SDVOSB) with its global headquarters
located in Temecula, California. HQE provides Electronic Security Systems (ESS), Mass Notification Systems (MNS),
Software Development, and Systems Integration services to government and private organizations. Overall key
capabilities include but are not limited to, systems engineering & design, program & life cycle management, and
turn -key services. HQE has successfully provided solutions to Federal Agencies, Department of Defense, State &
Local Municipalities, Universities, K-12 School Districts, Hospitals, and Industry.
Business
CA SB/DVBE:
2001433
UEI Number:
YGCSL35ZWAD7
Cage Code:
72W82
SAM/WAWF:
Active
Clearance:
CLEARED
Contractor:
1087628
VetsFirst:
Certified
Status: SDVOSB
NAIC Codes
238210
Electrical Contractors
423710
Hardware Merchant Wholesaler
511210
Software Publishers
517919
All other Telecommunications
541330
Engineering Services
541715
R&D in the Physical Engineering
561621
Security Systems and Services
561622
Locksmith
Past Performances
U.S. Department of Defense
U.S. Secret Service
Bureau of Land Managemerc
State of Alaska
Butte County, CA
Tuolumne County, CA
Town of Paradise, CA
City of Galveston, TX
SB, MBE, DBE 562910 Remediation Services City of Rosemead, CA
624230 Emergency and Other Relief University of Hawaii
Memorial Care Hospital
0 u r Turn -Key Services Fox Sports, and more...
HQE provides simple to detailed Our certified installation teams Full preventive and corrective
systems review and designs by provide a full turn -key solution to maintenance service teams are
utilizing today's industry best our clients for upgrades and available for 24/7/365 on call /
standards as the benchmark. installations from single to responsive services.
multiple sites.
Contact us Headquarters East Coast Office
1-800-967-3036 27419 Via lndustria 49000'HearAve, Suite 10
BD@HQESystems.com Temecula, CA 92590 N. Charleston, SC 29405
Attachment B
City Council Staff Report Dated
October 25, 2022
ROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: BEN KIM. CITY MANAGER
DATE: OCTOBER 25, 2022
SUBJECT: RESOLUTION NO. 2022-59 AMENDING THE FISCAL YEAR 2022-23
BUDGET AND AWARD OF CONSTRUCTION CONTRACT WITH HQE
SYSTEMS INC., FOR CITYWIDE ACCESS CONTROL AND SECURITY
CAMERA SYSTEM UPGRADE PROJECT
SUMMARY
The Fiscal Year 2022-23 Capital Improvement Plan and General Services operating budgets
include $175,000 for the implementation of an access control system and $150,000 for security
camera system replacement, respectively, for a total budget of $325.000. On September 1, 2022.
the City Manager's Office published Bid No. 2022-25 ("Attachment A") requesting proposals
from qualified vendors to furnish and install an integrated Access Control and Camera System
("ACCS") at twelve (12) City facilities. The City received six (6) proposals by the submittal
deadline and after comprehensive review, HQE Systems Inc. ("HQE.") ("Attachment B") was
determined to be the lowest responsive bid; however, all qualified proposals received exceeded
the City's budget for this project. Therefore, it is recommended that the City Council adopt
Resolution No. 2022-59 to amend the Fiscal Year 2022-23 budget. and authorize and direct the
City Manager to execute a Construction Contract with HQE Systems Inc. in the amount of
$413,653.92.
DISCUSSION
For most City facilities, the door access system consists of traditional lock and key hardware.
Employees are issued keys to these facilities in accordance with their job classification and/or
responsibilities. During regular business hours. all main points of entry to City facilities are
accessible to the public, including staff offices and work areas, with little or no access control.
This has the potential to create security and safety issues for staff' and the public.
On September 1, 2022, the City Manager's Office published Bid No. 2022-25 requesting
proposals from qualified vendors to furnish and install an integrated Access Control and Camera
System ("ACCS") at twelve (12) City facilities. A mandatory pre-bid walkthrough was held on
AGENDA ITEM 4.1)
City Council Meeting
October 25, 2022
Page 2 of 4
September 15, 2022, and was attended by nineteen (19) prospective vendors. The City received
six (6) proposals by the September 29, 2022, submittal deadline. A summary of the proposals
received is below:
Firm
Location
Proposal Amount
Scansys,lnc.
Buena Park, CA
$345,000.00
HQE System, Inc.
Temecula, CA
$457,408.87
PhonesUSA Inc. Avante Technologies)
Los Angeles, CA
$470,133.76
ADT Commercial, LLC
Orange, CA
$757,113.00
Vector Resources, Inc.
Torrance, CA
$883,917.60
Pacific OneSource, Inc.
Simi Valley, CA
$1,016,211.22
Staff performed a comprehensive evaluation of the proposals based on compliance with the Bid
requirements including experience, understanding of scope of work, timeline, system
requirements, and project cost. Based on the evaluation, HQE Systems, Inc. was determined to
be the lowest responsive bid. The proposal received by Scansys, Inc. was determined to be
nonresponsive to the requirements of the bid and was therefore disqualified from award. After
further internal discussion with the Public Works Department regarding future facility
renovations and with HQE, the City determined that the installation of the ACCS at one (1)
facility will be deferred until other planned improvements have been completed. Therefore, the
total cost of installation of the ACCS at the remaining eleven (11) City facilities is proposed at
$413,653,92. The installation of the ACCS at the remaining facility will be included with the
scope of work for renovations.
HQE Systems, Inc. is a registered Service -Disabled -Veteran -Owned -Small -Business with the US
Small Business Administration, with its global headquarters in Temecula, CA. HQE has installed
ACCS systems for several federal agencies including the US Department of Defense, the US
Department of Health and Human Services, and the US Department of the Interior. HQE also
services dozens of counties and cities throughout the United States and across the globe. HQE
meets all federal certifications and requirements for building security and cyber security,
including comprehensive background checks for all their employees.
HQE's proposal provides the City with a full, tum -key ACCS system and will consist of
electrified door hardware that will communicate with a central control system to lock and unlock
doors according to a given schedule or an individual's user access card. Once the electronic
access control system is installed, all entry doors, except for main entry doors, will remain
locked and require an access card for entry. The access control system will also keep a log of
entries each time a keycard is used. The system also has the capability to grant instant access or
deny access in the event of an emergency. Further, if a keycard is lost, a low-cost replacement
can be issued thereby eliminating the need to rekey existing mechanical locks citywide.
City Council Meeting
October 25, 2022
Page 3 of 4
In addition to the access control system, HQE will also install security cameras at City facilities
using the latest software and hardware solutions on the market. All cameras will be 1080P high-
definition cameras with military -grade components to work effectively 24/7 in all-weather
environments. The surveillance system will allow users real-time access to security camera
monitoring using web -based authentication or a mobile application. The system also includes
robust storage capabilities to retrieve and review footage of safety incidents that may occur
during or outside of working hours.
Upon City Council award and issuance of a purchase order, HQE has determined that it will take
approximately 60-80 days to procure the necessary components. Assuming there are no supply
chain issues with parts acquisition, HQE is proposing to complete the project by April 2023.
Also included in the Bid was a request for vendors to submit proposals for ongoing preventative
maintenance to ensure system readiness and reliability. Although many of the components are
designed to protect against the elements, routine maintenance is required to ensure that system is
maintained to design and life -cycle specifications. Annual maintenance activities include but are
not limited to: electrical and mechanical inspections, battery checks, door lock maintenance,
inspecting housings and wiring, inspecting door readers and contacts, rust prevention and
removal, and camera cleaning, among others. A summary of the proposals received is below:
Firm
Location
Proposal Amount
Scan s, Inc.
Buena Park, CA
N/A
HQE Systems, Inc.
Temecula, CA
$24,854.55
PhonesUSA Inc. (Avante Technologies)
Los Angeles, CA
$42,150.00
ADT Commercial, LLC
Orange, CA
N/A
Vector Resources, Inc.
Torrance, CA
N/A
Pacific OneSotrce, Inc.
Simi Valley, CA
$200/hr
Based on the evaluation of maintenance proposals provided, HQE Systems, Inc. was determined
to be the most responsive and qualified bidder to perform this work. HQEs proposal includes
biannual maintenance checks as well as the annual licensing fee requirement for ACCS software,
which is $5,800. It should also be noted that the first-year annual license fee is included with the
proposal for installation. HQE is also providing a one-year parts and labor warranty with system
installation. Since the system will be new, it is recommended that the City defer a maintenance
agreement until the system is fully installed and configured. Staff will return to the City Council
with a recommendation for award of contract at that time.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental Quality
Act (" CEQA'), and it can be seen with certainty that it will have no impact on the environment.
Thus, this matter is exempt under CEQA.
City Council Meeting
October 25, 2022
Nee 4 of 4
W�TOTWIrTil7Ttt!1
Partial funding for the ACCS project is available through the adopted Fiscal Year 2022-23
Capital Improvement Plan and General Services operating budgets in the amount of $325,000.
Therefore, a supplemental appropriation in the amount of $88,654 is necessary to fully fund this
project. Sufficient funding is available in the State and Local Fiscal Recovery Fund Reserve to
appropriate the necessary balance required to award contract.
STAFF RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a project
and is, therefore, exempt under the California Environmental Quality Act ("CEQA"); and adopt
Resolution No. 2022-59 to amend the Fiscal Year 2022-23 budget, and authorize and direct the
City Manager to execute a Construction Contract with HQE Systems Inc. in the amount of
$413,653.92.
STRATEGIC PLAN IMPACT
The ACCS project is consistent with the City of Rosemead's Strategic Plan Goal A — Safety,
which is to enhance public safety for all who live, work, and play in the City of Rosemead.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
Submitted by:
Michael
Michael Bruckner
Assistant City Manager
Attachment A — Bid No. 2022-25
Attachment B — HQE Systems, Inc. Proposal
Attachment C — Construction Contract
Attachment D — Resolution No. 2022-59