County of Santa Clara
Facilities and Fleet Department
2310 North First Street, Suite 200
San Jose, California 95 l3 I - 101 I
(408) ee3-4700
Date:
September 30,2016
To
Board of Supervisors
Jeffrey V. Smith, County Executive
From:
Jeffrey D. Draper,
Subject:
Main Jail North and Elmwood New Surveillance Systems
Off Agenda ReportLife Expectancy and Life Cycle Costs (Refenal #66)
This report relates to the referral from Supervisor Wasserman at the Board of Supervisors Meeting of
August 30,2016 relating to Item No. 12. Supervisor Wasserman requested information in regards to the
life expectancy and maintenance cost of the new Surveillance Camera at Main Jail North and Elmwood.
The average annual life of the components of the video surveillance system are estimated to be as follows
. Cameras: 7-10 years
. Monitoring PCs: 5 years
. Hard drives and Servers: 4-7 years
In FYl6, The Board approved CPl602lto design and install replace existing out-of-date video
surveillance systems in Main Jail North and the Elmwood Correctional Facility. FAF developed the
following cost analysis with the input of our security and electrical consultant, consultant, AVS Engineers,
Inc.:
Main Jail North - Maintenance Cost:
1.
Cameras (495 each)
-
Life expectancy approximately 7-10 years, say average of 8.5 years.
a.
Years 0-2: Estimated l0% failure annually due to manufacturer defect. Replacements parts will be
covered under warranty, while labor would not be. Estimated annual maintenance costs $10,000
per year, or $20,000 for both years.
b.
Years 2-8.5: Estimated 5Yofailure annually due to random failures. Replacement and installation
cost estimated at $850 per camera ($650 for the camera and $200 labor). Estimated annual cost of
521,250 in parts and labor, or $136,744 for 5 years.
c.
Years 8.5: 100% replacement will be required due to outdated hardware and software.
Replacement and installation cost estimated at $850 per camera ($650 for the camera and $200
labor). Full replacement of cameras is estimated $420,750 in parts and labor.
Board of Supervisors: Mike Wasserman, Cindy Chavez,Dave Cortese, Ken Yeager,
County Executive: Jeflrey V. Smith, M.D, J.D.
S. Joseph Simitian
Total anticipøted cost per l0-year cycle: 8577,494.
2.
Monitoring PCs (15 each)
a.
expectancy approximately 5 years.
0-l: Estimated 8% failure in the first year due to manufacturer defect. Replacement parts
be covered under warranty. Estimated labor cost for replacement of warranty parts is $500.
Years
will
3.
- Life
b.
Years l-4: Estimated SYo failure annually due to random failures or system updates. Maintenance
and repair cost estimated at $1500 per PC (S1000 for the PC and $500 labor). Estimated annual
cost of $1,500 in parts and labor, or $4,500.
c.
Years 4-5: At this point, all PCs will also be considered obsolete, and thus recommended for an
entire replacement. Replacement and installation cost estimated at $2,000 per PC ($1000 for the
PC and Sl000labor). Estimated cost of $30,000 in parts and labor.
d.
Total anticipated cost per S-year cycle: 835,000.
Recording System (Hard drives and Servers) Life expectancy approximately 4-7 years.
L.
Years 0- 1 : Estimat ed 5Yo failure in the first year due to manufacturer defect. Replacement parts
will be covered under warranty. Estimated installation cost for replacement warranty parts is
$6,250.
b.
Years l-4: Estimated L4Yo failure annually due to random failures. Estimated annual cost for parts
and labor estimated at $13,250.
c.
Years 4-7: Estimated \Yo failure annually due to random failures and life expectancy maturation.
Estimated annual cost for parts and labor estimated at $60,500.
d.
Total anticipøted cost per 7-year cycle: $227,500.
Elmwood Correctional Facility - Maintenance Cost:
1.
2.
Cameras (totat of 683)
- Life expectancy approximately
7-10 years.
a.
Years 0-2: Estimated 10% failure annually due to manufacturer defect. Replacement parts will be
covered under warranty. Estimated annual installation cost for replacement warranty parts is
$13,500 ($200 in labor cost for each camera).
b.
Years 2-7: Estimated 5% failure annually due to random failures. Replacement and installation cost
estimated at $850 per camera ($650 for the camera and $200 labor). Estimated annual cost of
529,000 in parts and labor.
c.
Years 7-10: Estimated 25oÀ failure annually due to random failures and life expectancy maturation.
Replacement and installation cost estimated at $850 per camera ($650 for the camera and $200
labor). Estimated annual cost of $145,000 in parts and labor.
d.
Totøl anticipated cost per 10-yeør cycle: 8607,000. *Note, for simplification purposes, no
differentiation was made betweenPTZ and fixed, or indoor vs outdoor cameras.
Monitoring PCs (total of
a.
24'¡
- Life expectancy approximately
0-l: Estimated 8% failure in the first year due to manufacturer defect. Replacement parts
be covered under warranty. Estimated installation cost for replacement warranty parts is $500
Years
will
5 years.
2
b.
Years l-4: Estimated
failure annually due to random failures. Replacement and installation cost
estimated at $ I 500 per PC ($ 1000 for the PC and $500 labor). Estimated annual cost of $ I ,500 in
5o/o
parts and labor.
c. Years 4-5: At this point, all PCs will also be considered OS, application, and hardware obsolete,
and thus recommended for an entire replacement. Replacement and installation cost estimated at
$2000 per PC ($ 1 000 for the PC and $ 1000 labor). Estimated cost of $48,000 in parts and labor.
d.
3.
Total ønticipøted cost per S-year cycle: 853,000.
Recording System (flard drives and Servers) Life expectancy approximately 4-7 years.
a.
0-l: Estimated 5% failure in the first year due to manufacturer defect. Replacement parts
be covered under warranty. Estimated installation cost for replacement warranty parts is
Years
will
$9,000.
b.
Years I-4: Estimated 1'4Yofailure annually due to random failures. Estimated annual cost for parts
and labor estimated at $18,750.
c.
Years 4-7: Estimated 8% failure annually due to random failures and life expectancy maturation.
Estimated annual cost for parts and labor estimated at $85,000.
d.
Totøl anticipøted cost per 7-year cycle: 8320,250.
Preventive Maintenance and Service Contract:
Preventive maintenance for the new systems is expected to range from $34,500 to $207,000 for Main Jail North and
$40,250 to 5270,250 per year for the Elmwood facility. The wide range in cost is due to the various levels of
services. The highest maintenance level would include replacement of most major component parts as described in
above cost analysis while the minimum level would typically only cover diagnostics, evaluation, and house cleaning
maintenance. Neglect of the system over a sufficient period can lead to exponentially more expensive system
failures.
Other Costs:
In addition to the maintenance costs identified, it should be noted that there may be unexpected additional costs due
to end user requested changes, which may require reprogramming of the system and system upgrades and/or
additions. This cost can vary greatly depending on the quantity and type ofrequested changes. Such changes cannot
be included in the cost analysis as they are unpredictable and outside of the scope of the project and maintenance.
Summarv of Costs:
The 2O-year life cycle maintenance and repair costs for the video surveillance system are estimated as follows
. Main Jail North:
. Elmwood:
$2.4 million.
$3.2 million
J