Title
MOTION TO APPROVE ENTERING INTO AN AGREEMENT WITH VETTED SECURITY SOLUTIONS, LLC., AS THE SOLE SOURCE AUTHORIZED RE-SELLER AND SERVICE PROVIDER OF VIGILANT SOLUTIONS, INC. IN THE STATE OF FLORIDA, FOR RETROFITTING TWO MOBILE VIGILANT SOLUTIONS’ LICENSE PLATE READER (LPR) TRAILERS IN THE AMOUNT OF $49,975.76 AND TO ENTER INTO A ONE-YEAR MAINTENANCE AGREEMENT FOR OTHER LPR TRAILERS AND EQUIPMENT, IN AN AMOUNT NOT TO EXCEED $30,000, PURSUANT TO SECTION 35.18(C)(3) AND 35.18(C)(7)(D) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City's Code of Ordinances is titled "PROCUREMENT PROCEDURES, PUBLIC FUNDS".
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS".
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(3) of the City's Code of Ordinances states, "City Standard, single-source and sole-source commodities or services. City standard, single-source and sole-source commodities or services are exempt from competitive bidding."
- Section 35.18(C)(7)(d) states that “When considered to be in the best interest of the city and recommended by the using department and the services to be performed are by the equipment manufacturer, manufacturer’s service representative or a distributor of the manufacturer’s equipment, the services may be procured without following the competitive sealed bid process”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) of the City’s Code of Ordinance states, "A initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. In 2015, the Police Department field tested various mobile License Plate Readers (LPR). While field testing the Vigilant Solutions, Inc. LPR system, the Police Department was able to:
- Locate 3 Stolen Vehicles
- Locate 23 Stolen License Plates commonly associated with stolen vehicles
- Develop two leads on suspects from two bank robberies that were previously dismissed until new vehicle evidence proved differently.
2. As a result, in 2015 and after, the Police Department has purchased License Plate Reader (LPR) Cameras and Mobile Trailers from Vetted Security Solutions, LLC., as they are the sole source certified authorized reseller of Vigilant Solutions’ LPR systems in the State of Florida. The LPR trailers are fitted with equipment which utilizes Vigilant Solutions’ hardware, software, and systems.
3. The Vigilant Solution’s LPR trailers generally require maintenance on an as-needed and on-going basis and trailers # 8 and # 9 require retrofitting service to maintain their functionality and efficiency.
4. Vigilant Solutions has provided a sole source letter stating that "this letter is being provided to confirm Vetted Security Solution's exclusive position as a fully authorized and certified Vigilant Solutions gold partner. Vetted Security Solutions, Inc. has extensive experience installing, servicing and supporting Vigilant Solutions’ fixed ALPR deployments throughout the State of Florida. Currently, Vetted Solution is the only Vigilant re-seller that is based in Florida. Finally, Vetted is the only current Vigilant Solutions' re-seller that holds the required licenses from the State of Florida Department of Business and Professional Regulations.”
5. Vetted Security Solutions, LLC. has provided the Police Department with a quote to retrofit trailers # 8 and # 9 for an amount not to exceed $49,975.76. The retrofitting of these trailers includes new cameras, custom fabrication and metal work to support LPR hardware and security upgrade for the camera enclosure.
6. In addition, the Police Department would like to enter into an agreement with Vetted Security Solutions, LLC. for maintenance of the LPR Trailers and equipment for services on an as needed basis, for a one-year period from the effective date, and in an amount not to exceed $30,000, at the following rates:
- $125 per hour for on-site work, minimum of four hours per service call, including travel time
- $85 per hour for remote support
- Replacement parts, hardware or equipment at the then-current pricing schedule.
This maintenance agreement will include the repair or replacement of cameras, license plate readers and related equipment and covers over 13 trailers, and approximately 24 systems and 63 cameras.
7. Request the City Commission to approve entering into an agreement with Vetted Security Solutions, LLC., as the sole source authorized re-seller and service provider of Vigilant Solutions, Inc. in the State of Florida, for retrofitting two mobile Vigilant Solutions’ License Plate Reader (LPR) Trailers in the amount of $49,975.76 and to enter into a one-year maintenance agreement for other LPR Trailers and equipment, in an amount not to exceed $30,000, pursuant to section 35.18(C)(3) and 35.18(C)(7)(d) of the City’s Code of Ordinances
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $79,975.76.
b) Amount budgeted for this item in Account No: Funds are available in the following accounts:
$30,000.00 in account# 001-521-3001-546300-0000-000-0000 (R&M Vehicles)
$49,975.76 in account # 001-521-3001-664400-0000-000-0000 (Other Equipment)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project:
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
|
Expenditures |
$79,975.76 |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
|
Net Cost |
$79,975.76 |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service?: Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.