TO: HONORABLE MAYOR FROM: Rick Bruneau
AND CITY COUNCIL
SUBJECT: SEE BELOW DATE: May 30, 2023
Approved Date
6/5/23
SUBJECT: REPORT ON REQUEST FOR PROPOSAL FOR PORTABLE AND
VEHICLE-MOUNTED AUTOMATED LICENSE PLATE READERS
RECOMMENDATION
Accept the report on the Request for Proposal and adopt a resolution authorizing the City Manager to:
(a) Negotiate and execute purchase orders with Flock Group, Inc. (Atlanta, GA) as required for portable automated license plate reader equipment leases, including associated data storage, software, and professional services, leveraging the terms and conditions of the existing agreement for a combined maximum compensation not to exceed $650,000 for the initial term beginning on or about June 21, 2023 and ending June 30, 2024, subject to the appropriation of funds;
(b) Amend purchase orders with Flock Group, Inc. as required to adjust for unexpected changes in requirements and demand, subject to the appropriation of funds;
(c) Negotiate and execute purchase orders with Flock Group, Inc. for up to nine one-year option terms through June 30, 2034, subject to the appropriation of funds;
(d) Negotiate and execute the Third Amendment to the agreement for Body Worn Camera and
Evidence Management System with Axon Enterprises Inc. (Scottsdale, AZ) to update the agreement name, allow for the purchase of vehicle-mounted automated license plate readers as required, increase compensation by $205,590 for the current five-year option term ending June 30, 2026 for a revised maximum compensation of $6,957,763, and add one additional five-year option for a total of two five-year options to extend the agreement through June 30, 2031, subject to the appropriation of funds; and
(e) Negotiate and execute amendments, change orders, and exercise of options to the agreement with Axon Enterprises Inc. as required to purchase additional software, equipment, and related services at the same unit pricing and consistent with the same COUNCIL AGENDA: 6/20/23
FILE: 23-911
ITEM: 2.21
HONORABLE MAYOR AND CITY COUNCIL
May 30, 2023
Subject: Report on Request for Proposal for Portable and Vehicle-Mounted Automated License Plate Readers
material terms and conditions as the original agreement and solicitation, subject to the appropriation of funds.
SUMMARY AND OUTCOME
Authorizing the City Manager to take these actions provides an efficient, effective, and advanced digital evidence gathering solution to enhance public safety by helping law enforcement officers reduce crime and traffic fatalities. The San José Police Department (Police Department) utilizes Automated License Plate Readers (ALPR) to investigate crimes, such as robbery, assault, home invasion, and murder.
BACKGROUND
ALPR technology automatically captures and stores vehicle license plate numbers. There are two main types of ALPR systems: portable and vehicle mounted. Portable ALPR units are stand- alone devices typically installed on vendor-provided mounting poles. Vehicle-mounted ALPR systems are installed on vehicles such as police cars, and use cameras and specialized software to capture license plate images while the vehicle is in motion. ALPR acts as a deterrent for crime and dangerous driving and supports criminal investigations. The City’s Data Usage Protocol for
Automated License Plate Readers was approved by City Council in September 2022.1
In 2020, the Police Department received $230,000 in federal Urban Area Security Initiative funding to pilot gunshot detection system technology which is generally attached as an add-on to an ALPR system. The City selected a vendor for this pilot through a Request for Information procurement process, but the selected vendor subsequently dissolved and the pilot was officially terminated in October 2021. Because of this delay, as well as delays due to COVID-19, the City requested and received an extension on the use of these funds through 2022.
In September 2021,
2 City Council directed staff to conduct an ALPR pilot at Curtner Avenue/Monterey Road due to multiple vehicular fatalities and hit-and-run collisions at that location. The cost was less than $10,000, and the cameras were installed in April 2022.
In April 2022, the Finance Department approved a request from the Police Department for a pilot project with Flock Group, Inc. The pilot request included (1) a second pilot funded by $230,000 in federal Urban Area Security Initiative monies for gunshot detection technology due to the incomplete previous pilot and (2) expansion of the Curtner Avenue/Monterey Road ALPR pilot to add additional intersections for a total of 55 intersections throughout the City. The pilot was successful and provided valuable insight to staff to enable development of specifications and requirements to procure ALPR equipment with the option for gunshot detection for longer-term use by the City.
1 September 2022 City Council Memorandum: https://sanjose.legistar.com/View.ashx?M=F&ID=11221565&GUID =4F305912-53ED-47FD-8315-A6BAE3964C41
2 September 2021 City Council Memorandum: https://sanjose.legistar.com/View.ashx?M=F&ID=9792966&GUID= 4344E08 A-7CF9-4A78-A6E4-91A8A28CAFF3
HONORABLE MAYOR AND CITY COUNCIL
May 30, 2023
Subject: Report on Request for Proposal for Portable and Vehicle-Mounted Automated License Plate Readers
ANALYSIS
In November 2022, the Finance Department released a Request for Proposals (RFP) on behalf of the Police Department for ALPR systems through the City's e-procurement system, Biddingo.
The RFP was divided into two packages:
• Package A: Portable ALPR Solution
• Package B: Vehicle-Mounted ALPR Solution
Each package included a unique scope of services, and proposers could submit proposals for either or both packages. Over 5,800 vendors were notified of the bid opportunity, and 19 companies viewed the RFP. Four vendors submitted proposal responses among the two packages prior to the submittal deadline as summarized below:
Package A:
Portable ALPR Solution
Package B:
Vehicle-Mounted ALPR Solution
Axon Enterprise, Inc. X
Flock Group, Inc. X
Motorola Solutions X X
Utility Associates, Inc. X X
Evaluation Process: Proposals were independently evaluated and scored by package, in accordance with the evaluation criteria set forth in the RFP, by a three-member evaluation team comprised of representatives from the City’s Police Department. Evaluation results by package are as follows:
Package A – Portable ALPR
Three proposals were received for Package A of the RFP. Following evaluation and scoring of the proposal responses, the City conducted two Best and Final Offers with all proposers. Final scores for Package A are as follows:
Evaluation Criteria
Maximum
Points
Flock
Group, Inc.
Motorola
Solutions
Utility
Associates, Inc.
General Requirements 15 15 4 11
Experience/Qualifications 20 17 16 12
Project Approach/Schedule 15 12 11 11
Technical Capabilities 25 21 16 14
Cost Proposal (BAFO) 25 21 25 24
TOTAL 100 86 72 72
Package B – Vehicle-Mounted ALPR
Three proposals were received for Package B of the RFP. Following evaluation and scoring of the proposal responses, the City conducted two Best and Final Offers with all proposers. Final scores for Package B are as follows:
HONORABLE MAYOR AND CITY COUNCIL
May 30, 2023
Subject: Report on Request for Proposal for Portable and Vehicle-Mounted Automated License Plate Readers
Evaluation Criteria
Maximum
Points
Axon
Enterprise,
Inc.
Motorola
Solutions
Utility
Associates, Inc.
General Requirements 15 8 4 11
Experience/Qualifications 20 13 16 13
Project Approach/Schedule 15 13 11 11
Technical Capabilities 25 21 17 15
Cost Proposal (BAFO) 25 25 9 20
TOTAL 100 80 57 70
Local and Small Business Enterprise Preference: This procurement is partially funded by federal funds. Pursuant to San José Municipal Code 4.12.330 , the Local and Small Business
Enterprise Preference was not applicable.
Protest: The City RFP process included a 10-day protest period that began when the City issued the Notice of Intended Award on March 30, 2023. No protests were received.
Award Recommendations: Based on the results of the RFP, staff recommends awards of contract as follows based on an assessment of best value per the evaluation criteria set forth in the RFP:
Package A – Portable ALPR: Staff recommends award of contract for Package A – Portable ALPR to Flock Group, Inc., whose proposal met or exceeded all RFP specifications and scored highly in the following key areas:
• Extensive experience, knowledge, and expertise in providing a portable ALPR solution for Police Departments.
• A cost-effective solution, including a hardware, software, unlimited data storage, support, and maintenance.
• The option to add-on gunshot detection functionality and related services as requested. • Interoperability and ability to send case-specific data to evidence.com (the City’s evidence management system) and share relevant data with neighboring law enforcement agencies.
Staff conducted reference checks with the Riverside County Sheriff (CA), City of Redlands (CA), and Houston Police Department (TX). All references provided positive feedback.
Package B – Vehicle-Mounted ALPR: Staff recommends award of contract for Package B – Vehicle-Mounted ALPR to Axon Enterprises, Inc., whose proposal met or exceeded all RFP specifications and scored highly in the following key areas:
• Extensive experience, knowledge, and expertise in providing vehicle-mounted ALPR solutions for Police Departments.
• A cost-effective solution, including a hardware, software, unlimited data storage, support, and maintenance.
• A clearly defined project approach and implementation schedule including set-up, configuration, and full installation on City vehicles as requested.
HONORABLE MAYOR AND CITY COUNCIL
May 30, 2023
Subject: Report on Request for Proposal for Portable and Vehicle-Mounted Automated License Plate Readers
Staff conducted reference checks with the Pinellas County Sheriff’s Office (FL) and Fort Worth Police Department (TX). Both references provided positive feedback.
Summary of Agreements:
Package A – Flock Group, Inc.: Purchase orders issued to Flock Group, Inc. for equipment leases and services will leverage the existing agreement with Flock Group, Inc. with the same terms and conditions as executed to conduct the pilot project. Purchase orders will include:
• Fixed pricing for as-required hardware leases (including gunshot detection as requested), software licensing, data storage, and related services for the first five years (initial term plus first four option periods);
• Detailed scopes of work to ensure compliance with City requirements; and • Options to extend for up to nine additional years through June 30, 2034, with price adjustments requests from the vendor to be considered by the City after the fifth year (June 30, 2028) if justified based on the Consumer Price Index , but not to exceed 3%
over the previous year.
Package B – Axon Enterprises, Inc.: The Third Amendment to the current agreement with Axon
Enterprises, Inc. will include the following provisions:
• Fixed pricing for vehicle-mounted ALPR hardware, software licenses, data storage, and related services for the remainder of the first option ending June 30, 2026; • A detailed scope for the vehicle-mounted ALPR solution to ensure compliance with City requirements; and
• One additional five-year option to extend the agreement through June 30, 2031, with price adjustments to be considered by the City upon request by the vendor and justified based on the Consumer Price Index but not to exceed 3% over the previous year.
EVALUATION AND FOLLOW-UP
This memorandum will not require any follow-up from staff.
COST SUMMARY/IMPLICATIONS
The City has approved several funding sources for ALPR expansion. On November 30, 2021, City Council approved a one-time allocation of $250,000 from the American Rescue Plan Fund to implement an ALPR camera system in San José. In fiscal year 2022-2023, City Council adopted an ongoing, non-personal/equipment allocation in the General Fund of $250,000 to continue the ALPR program. Additionally, the Proposed Fiscal Year 2023-2034 budget adds ongoing non-personal/equipment allocation of $210,000 to support the previously funded ALPR pilot program with an Urban Areas Security Initiative grant set to expire in December 2023, as directed in the City Council-approved Mayor's March Budget Message for Fiscal Year 2023- 2024. The City also has an allocation of $79,000 one-time funding in the General Fund for traffic safety and sideshow enforcement and an allocation of $130,000 one-time funding for vehicle- mounted ALPR replacements under the Supplemental Law Enforcement Services Grant.
HONORABLE MAYOR AND CITY COUNCIL
May 30, 2023
Subject: Report on Request for Proposal for Portable and Vehicle-Mounted Automated License Plate Readers
BUDGET REFERENCE
The table below identifies the funds and appropriations to fund the contract recommended as part of this memorandum.
Fund
#
Appn.
# Appn. Name
Total
Appn.
Amt. for
Contract*
2022-2023
Adopted
Operating
Budget Page
Last Budget
Action
(Date, Ord.
No.)
001 0502 Non-Personal /
Equipment
$20,254,397 $329,000 135 02/14/2023,
Ord No 30883
414 225T SLES Grant 2022-
2024
$750,000 $130,000 1050 12/06/2022,
Ord No. 30852
Fund
#
Appn.
# Appn. Name Total Appn.
Amt. for
Contract*
2023-2024
Proposed
Operating
Budget Page**
Last Budget
Action
(Date, Ord.
No.)
001 0502 Non-Personal /
Equipment
$39,110,796 $210,000 684 N/A
1. AMOUNT OF RECOMMENDATION $855,590
2. COST ELEMENTS: Maximum
Not to Exceed
Package A – As-Required Portable ALPR (Flock Group, Inc.) - Camera Leases, Installation, Software, Maintenance, and Support ($2,850 per camera per year)
- Annual unlimited data storage
($300 per camera per year)
MAXIMUM NOT TO EXCEED (Initial Term) $650,000
Package B – Vehicle-Mounted ALPR (Axon Enterprises Inc.) - Camera Leases, Software, and Unlimited Data Storage
($844 per camera per year)
- Camera Maintenance and Support
($1,114 per camera per year)
INCREASE ADDED TO CURRENT OPTION TERM $205,590
TOTAL INCREASES (ALL CONTRACTS) $855,590
HONORABLE MAYOR AND CITY COUNCIL
May 30, 2023
Subject: Report on Request for Proposal for Portable and Vehicle-Mounted Automated License Plate Readers
*$111,000 of the $650,000 in Recommendation (a) for Flock Group, Inc. is for contingency and is subject to appropriation of funds. $75,590 of the $205,590 in Recommendation (d) for Axon Enterprises Inc. agreement is for contingency and is subject to the appropriation of funds. **The 2023-2024 Proposed Operating Budget was released on May 2, 2023 and is scheduled to be reviewed on June 13, 2023 and adopted on June 20,2023 by City Council.
COORDINATION
This memorandum has been coordinated with the the City Attorney's Office, the City Manager’s Budget Office, and the Police Department.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the June 20, 2023 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/
RICK BRUNEAU
Director of Finance
For questions regarding the procurement and contract, please contact Albie Udom, Deputy Director of Finance – Purchasing and Risk Management, at [email protected] . For
program-related questions, please contact Judith Torrico, Deputy Director – San José Police Department, at [email protected].