CITY OF SAN MATEO
4 6
6 9
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 5 Section Name: {{section.name}} Account Number: 20-5150 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Police Department
MEETING DATE: March 18, 2024
SUBJECT:
Organized Retail Theft Prevention Grant Program – Memorandum of Understanding and Related Actions RECOMMENDATIONS:
Approve: (1) a Memorandum of Understanding (MOU) with the cities of Daly City and San Bruno to administer a multi- agency Board of State and Community Corrections grant to combat organized retail theft; and authorize the Chief of Police to execute the MOU in substantially the form presented, and any other necessary documents related to grant activity; (2) Amendment No.1 to the Agreement with the Flock Group Inc., for the purchase of 15 additional automated license plate readers for the three-year grant term in the amount of $138,950, for a new cumulative agreement amount not to exceed $640,300; and adopt a Resolution to (a) authorize the addition of 1.00 Full-Time Equivalent Community Service Officer position for the three-year duration of the grant period; (b) approve the purchase of 2 surveillance trailers from Mobile Pro Systems in the amount of $114,700 with the use of an alternative purchasing procedure and (c) amend the adopted Fiscal Year 2023-24 budget to appropriate $1,533,802 to the Police Grants Fund.
BACKGROUND:
Organized Retail Theft (ORT) is a significant issue for the City of San Mateo. To help combat the problem of ORT, in 2023, the Police Department, in collaboration with the Cities of Daly City and San Bruno, applied for a grant offered by the California Board of State and Community Corrections (BSCC), titled Organized Retail Theft Prevention Grant Program. For the application, Daly City was the lead applicant and San Bruno and San Mateo were sub-applicants. The grant application was successful, and Daly City received the grant award and will take primary responsibility for administering the grant with the Police Departments of San Bruno and San Mateo.
The total grant award for the San Mateo Police Department is $1,533,802, and it is to be expended over the course of the three-year grant term, concluding in Fiscal Year 2027. The grant funding will provide for a number of expenditures, including the purchase of equipment, overtime for enforcement operations, community education and engagement outreach efforts, and the salary and benefits for 1.00 Full-Time Equivalent (FTE) Community Service Officer (CSO).
Memorandum of Understanding
To provide structure and outline to the administration of the grant program and relationship between the three police departments, the three cities wish to adopt a memorandum of understanding (MOU). The Daly City Police Department will handle all grant administration duties with the BSCC. The San Mateo Police Department will incur expenses in furtherance of grant objectives and subsequently invoice Daly City for reimbursements. Daly City will in turn invoice the BSCC. The proposed MOU outlines the service details of this relationship, and its terms will run from October 1, 2023, until June 1, 2027. Grant and program project activity will end on December 31, 2026, and the time period between then and June 1, 2027, will allow for the completion of required grant evaluation reports and financial audits only. It is the City’s policy that City Council approve inter-governmental agency agreements.
CITY OF SAN MATEO
4 6
6 9
Community Service Officer position
The CSO funded through this grant will have a primary focus on educating the San Mateo community about the risk of ORT, investigating ORT cases, working with retailers and other community members on ways to reduce ORT, improve information sharing, and increase enforcement efficiency. The grant also funds the purchase and outfitting of a vehicle for the CSO.
The Police Department plans to staff the CSO position to focus on these grant activities, concluding in December 2026.
The addition of this position, as well as the related vehicle, will have a net-zero budget impact as the costs will be fully offset by grant reimbursement.
Automated License Plate Readers
The Police Department already leverages automated license plate reader (ALPR) technology to enhance public safety in San Mateo, through an existing service agreement with Flock Group Inc. The ORT grant funds the purchase of 15 additional cameras, which will be deployed throughout the city based on a data-informed approach to maximizing crime detection and investigative capabilities.
The existing service agreement with Flock Group Inc., will be amended to include the 15 additional ALPR cameras for a three-year term at a total cost of $138,950. This will have a net-zero budget impact as the cost of the new cameras will be fully offset by grant reimbursement, and the cost for future years will be incorporated into future Business Plans.
Data Integration and Investigative Technology System
The grant provides for the Police Department to implement a data integration and investigative technology system, C3AI, through the partnership with the Daly City Police Department. C3AI will allow the Police Department to greatly increase efficiency by allowing improved data integration across pre-existing data sources. It will allow Police Department investigators to access already available sources of data in one place, increasing both efficiency and effectiveness.
This technology will abide by all existing and standard policies and regulations for data security, integrity, and confidentiality. This technology platform has been purchased and is in the process of implementation throughout San Mateo County, and it likely will expand throughout the Bay Area as a regional standard. As adoption of the platform increases, the benefit it offers investigators will correspondingly increase.
The cost of the purchase of the C3AI platform for the 3 years of the grant award is fully funded, and Daly City, as the lead agency for the grant, will expend the funds as the lead grant applicant on behalf of both San Mateo Police Department and San Bruno Police Department. Guidelines outlining the interconnection between the three agencies and C3AI are covered under the MOU.
Overtime Details
The grant provides funding for operational deployment of officers to combat ORT. These deployments are scheduled to consist of two separate 4-day details, every quarter, in partnership with local retailers and the police departments of Daly City and San Bruno. Through this partnership, the Police Department will hold accountable those committing crimes, serve as a deterrent, and raise awareness with retailers and the larger community on the negative impact of ORT.
The Police Department started staffing these details in December 2023, and these continuing details will have a net-zero budget impact as the costs will be fully offset by grant reimbursement.
Surveillance Trailers
The grant includes funding for the purchase of two surveillance camera trailers. These trailers are designed to be easily moved and deployed, are distinctly marked as police equipment to allow for optimal deterrence and are outfitted with multiple surveillance cameras that will aid with both deterrence and providing investigative leads in case of actual crime.
These trailers will allow the Police Department to implement an adaptable crime-reducing tool, based on both data and community input, in a timely and responsive manner. Staff requests approval of this purchase pursuant to SMMC
CITY OF SAN MATEO
4 6
6 9
3.60.070(h)(3), which allows the Council to use any purchasing process which is in the best interest of the City.
The Police Department researched the existing market for these types of trailers, and the company Mobile Pro Systems is uniquely positioned to offer the ideal piece of equipment to meet the Police Department’s specific needs which include configurability to incorporate and align with San Mateo’s current citywide camera and audio systems; the size of the device is the most compact of those evaluated which increases ease of deployment; and the battery mechanism is more efficient in that it utilizes solar power and can maintain a charge without relying on staff. Mobile Pro Systems is an established vendor in the law enforcement community, and staff has been pleased with their responsiveness and customer service. For these reasons, staff believes it to be in the best interest of the City to proceed with procurement from Mobile Pro Systems. The price for two trailers is quoted at $114,700 and this purchase will have a net-zero budget impact as the cost will be fully offset by grant reimbursement.
BUDGET IMPACT:
The requested action includes an appropriation of $1,533,802 to the Police Grant Fund (Fund 200) 2023-24 operating budget, which will be fully offset by grant reimbursement, resulting in no net financial impact. The grant has a three- year term which runs through FY2026-27. Any unspent grant funds will roll over from the current fiscal year to the next, until funds are fully expended.
ENVIRONMENTAL DETERMINATION:
This action is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Memorandum of Understanding
Att 3 – Amendment No. 1 to Agreement with Flock Group
Att 4 – Mobile Pro Systems Quote for Surveillance Trailers
STAFF CONTACT
Ed Barberini, Chief of Police
[email protected]
(650) 522-7600
Matt Lethin, Captain
[email protected]
(650) 722-7663