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Agenda Report
July 17, 2023
TO: Honorable Mayor and City Council
FROM: Police Department
SUBJECT: CONTRACT AWARD TO FLOCK GROUP, INC., FOR THE LEASING
AND INSTALLTION OF FIXED AUTOMATED LICENSE PLATE
READER CAMERA SYSTEM FOR AN AMOUNT NOT-TO-EXCEED
$631,350 AND AMENDMENT TO THE FISCAL YEAR 2024 CAPITAL
IMPROVEMENT PROGRAM BUDGET
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the project proposed herein is exempt under the California Environmental Quality Act (CEQA) Guidelines Section 15061 (b)(3), the general rule that CEQA applies only to projects that may have an effect on the environment; and
2. Accept the bid dated April 10, 2023, submitted by Flock Group Inc. in response to specifications for the leasing and installation of fixed automated license plate reader camera system in seventeen intersections; and authorize the City Manager to enter into a contract which includes the bid base price of $326,350 and two one-year extensions for a not to exceed amount of $631,350; and
3. Amend the Fiscal Year (FY24) Capital Improvement Program Budget by appropriating $231,350 from the unappropriated fund balance in the Asset Forfeiture Fund 207 to the Installation of Automated License Plate Readers (75119) project to fully fund the lease purchase.
BACKGROUND:
The Pasadena Police Department has identified the need to procure a fixed Automated License Plate Reader (ALPR) camera system. This need is in alliance with our mission of increasing public safety through the use of technology.
MEETING OF 07/17/2023AGENDA ITEM NO.3
Automated License Plate Reader (ALPR)
July 17, 2023
On June 10, 2022, a Request for Information (RFI) for Automated License Plate Readers was published through the City of Pasadena's electronic procurement system to gather information about competition, standard operations, and other features available in the marketplace. ALPR project staff received 9 vendor responses,8 of which participated in a product presentation. The information gathered from this public solicitation of information assisted the PPD in determining an optimal solution and procurement strategy that led to a formal solicitation.
The ALPR project staff consulted with other City departments to solicit input from potential stakeholders about the installation and use of such technology.
On March 8, 2023, an email notification about the procurement of an Automated License Plate Reader camera system was sent via OpenGov.com to 2306 users. 22 vendors downloaded the bid documents. One response was received by the bid closing date of April 10, 2023. The bid results are as follows:
Bidder(s)
Flock Group, Inc. Atlanta, GA
Bid Amount
$326,350
Flock Group, Inc. was the one responsive and responsible bidder that complies in all aspects of the requirements in the Bid Specification. Based on a comparison of historical prices and purchases conducted by other cities of similar technology, this pricing represents fair market value. The proposed contract includes the base bid amount of $326,350. The Police Department is requesting to exercise two additional one-year lease options for a total cost of $631,350.
Flock ALPR cameras objectively capture vehicle license plates and associated vehicle characteristics, not people or faces. The ALPR cameras are used to prevent crime by sending real-time alerts to law enforcement when a stolen vehicle or a vehicle associated to a wanted fugitive has been detected within a city. The cameras also send real-time alerts when vehicles associated to abducted/missing persons are detected (Amber/Silver Alerts); providing law enforcement the ability to react quickly to save a life.
The ALPR camera system will also support detectives conducting criminal investigations by providing critical information that will generate almost immediate actionable leads; leads that can result in quick apprehensions and the recovery of crucial evidence.
The Police Department prioritizes the fundamental right to privacy. Every search conducted in the Flock system requires a specific reason, creating a traceable audit trail which can be reviewed. Flock does not store data beyond 30 days and possesses an automatic deletion function. The short retention period ensures that all data not associated with a crime is automatically deleted and unrecoverable. PPD owns all the footage captured, ensuring customer data is never shared or sold to third parties outside of law enforcement investigating a crime.
Automated License Plate Reader (ALPR)
July 17,2023
Page3 of 4
Since technology is rapidly evolving, the Police Department sought a lease program for a fixed ALPR camera system, to include all related software and hardware.
The Police Department recommends entering a lease agreement with Flock Group, Inc. for the original 2-year contract, plus two additional one-year lease options. If approved, this would be a 4-year contract at a total cost of $631,350.
COUNCIL POLICY CONSIDERATION:
Flock Group, Inc., is a qualified vendor with experience in the manufacturing (hardware/software) and installation affixed automated license plate readers, which serve to meet the public safety needs of municipalities. The leasing and installation of automated license plate readers from this vendor will allow the Police Department to effectively prevent criminal acts from occurring in the city, as well as quickly identify violent offenders following the commitment of criminal acts. Both benefits improve the quality of life for residents and visitors of Pasadena. This technology furthers the City Council's strategic planning goal of ensuring public safety.
ENVIRONMENTAL ANALYSIS:
The proposed contract has been determined to be exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section15061 (b)(3), the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Such is the case with the proposed contract authorization with a camera contract. No physical changes to the environment will result from the proposed contract authorization.
Automated License Plate Reader (ALPR)
July 17,2023
FISCAL IMPACT:
The appropriation of $231,350 in Asset Forfeiture Fund 207 to the Installation of Automated License Plate Readers (75119) project will increase the FY 2024 Capital Improvement Program Budget by a like amount.
The cost of this contract is $631,350. Funding for this action will be addressed by the utilization of budgeted appropriations in the Installation of Automated License Plate Readers (75119) project. There is no impact to the General Fund, as this project is fully funded other funding sources. It is anticipated that all costs will be expended in FY 2024.
Respectfully Submitted,
/^
EUGENE HARRIS
Chief of Police
Pasadena Police Department
Prepared by:
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Keith Gomez
Lieutenant
Approved by:
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MIGUE^MARQUEZ
City Manager