Title
MOTION TO APPROVE THE PIGGY-BACK SERVICE AGREEMENT WITH FLOCK GROUP, INC. FOR THE LEASING/USE OF SIXTY-FOUR (64) INFRASTRUCTURE-FREE (SOLAR POWER + LTE), LICENSE PLATE RECOGNITION READERS WITH VEHICLE FINGERPRINT TECHNOLOGY UTILIZING THE PRICING FROM THE CITY OF CORAL SPRINGS, REQUEST FOR PROPOSAL NO. 22-C-211 FOR A TOTAL AMOUNT NOT TO EXCEED $342,400 PURSUANT TO SECTION 35.18(C)(5) 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)(5) states that, "Utilization of other governmental agencies' contracts. Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the City may be used in lieu of those terms and conditions of the contract with the other governmental agency."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT".
- Section 35.21(A) is regarding "CITY COMMISSION APPROVAL."
- Section 35.21(A)(1) states that, "An 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. The Flock System is an infrastructure-free (solar power + LTE), license plate recognition reader with Vehicle Fingerprint ™ technology + machine learning software and real-time alerts for unlimited users. License plate reads, that are collected by the Flock System, will be stored for no longer than (30) days, and the Pembroke Pines Police Department will have access to the Flock System to view, search, and archive collected license plate reads. The Police Department will be responsible for retrieving and archiving data where there is an investigative purpose or need.
2. The License Plate Readers will be physically installed in mutually agreed upon locations between Flock Group, Inc. and the Pembroke Pines Police Department. Readers that malfunction or are defective will be repaired or replaced by Flock at no cost to the city. Readers that are lost, damaged, or stolen will incur a fee to the City for replacement or repair.
3. Flock Group, Inc. has provided the Police Department with a quote for a new Flock Falcon System, utilizing the pricing from the City of Coral Springs, Request for Proposal No. 22-C-211.
|
Product |
Quantity |
Cost |
Total |
|
Flock Falcon Reader |
64 |
$2,500 |
$160,000 |
|
Flock Implementation Fee |
64 |
$350 |
$22,400 |
|
Total Year 1 |
|
|
$182,400 |
|
|
|
|
|
|
Annual Recurring (Year 2) |
64 |
$2,500 |
$160,000 |
4. The Flock System has a one-time implementation fee of $22,400 for the 64 requested cameras. Additionally, the Flock System has a yearly recurring charge of $160,000 which includes the Annual Hosting, Software Maintenance, Software Updates and Support.
5. The terms of services under the agreement will be for a 24-month period.
6. Request City Commission to approve the Piggy-Back Service Agreement with Flock Group, Inc. for the leasing/use of sixty-four (64) Infrastructure-Free (Solar Power + LTE), License Plate Recognition Readers with Vehicle Fingerprint Technology utilizing the pricing from the City of Coral Springs Request for Proposal No. 22-C-211 for a total amount not to exceed $342,400 pursuant to section 35.18(C)(5) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $182,400 for the first year ($342,400 for the two-year period)
b) Amount budgeted for this item in Account No: Funds are available in account 001-521-3001-534990-0000-000-0000: Other Svc.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project:
|
|
Current Yr |
Year 2 |
|
Revenues |
$0 |
$0 |
|
Expenditures |
$182,400 |
$160,000 |
|
Net Cost |
$182,400 |
$160,000 |
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.