Title
MOTION TO APPROVE THE PURCHASE OF COVERT SURVEILLANCE EQUIPMENT AND INSTALLATION SERVICES FROM COVERT SURVEILLANCE INDUSTRIES, LLC. (CSI), IN THE AMOUNT NOT TO EXCEED $51,260, AND TO APPROVE CSI A CITY STANDARD, PURSUANT TO SECTION 35.18(C)(3) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is regarding "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) 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 35.21(A)(1) of the City’s Code of Ordinance states, "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. On May 09, 2018, the City Manager approved the Police Department's request to deem purchases and installation services of covert equipment from Covert Surveillance Industries, LLC. (CSI), exempt pursuant to Section 35.18(C)(7)(g) of the City's Code of Ordinances which states: "The foregoing enumeration of services deemed to be exempt from the competitive procurement requirements is not intended to be an exhaustive list. The City Manager or his or her designee may determine if a contractual service must be procured through competitive procurement process if not expressly indicated herein."
2. Due to the sensitivity of the Vice, Intelligence, and Narcotics (VIN) Unit undercover operations, investigations, and missions, the purchase and installation of this type of equipment requires to be kept confidential and procured from a vetted trusted source.
3. CSI exclusively caters to Law Enforcement agencies and their covert vehicles and equipment. The VIN Unit had the opportunity to visit the grounds of CSI and see their entire operation. The location itself is in an isolated area in West Palm Beach, which alongside its secured grounds, provides additional protection to the Police Department's equipment.
4. It is imperative that the company can be trusted, since they will be dealing with sensitive information and specifications about the units' covert vehicles. CSI will provide the Department and VIN Unit with the combined safety and operational requirements necessary to block public exposure or knowledge, pertaining to sensitive equipment specifications, integration, and mode of operation. For this reason, an open bid process is not ideal when dealing with covert equipment/vehicles. Additionally, CSI will provide the VIN Unit with unique conceptual designs currently not available from other manufacturers.
5. The following Law Enforcement Agencies in South Florida and the U.S. are currently under contract with Covert Surveillance Industries:
- Palm Beach County Sheriff's Office
- Coral Spring Police Department
- Cherokee County (GA) Multi Agency Drug Task Force
- US Drug Enforcement Agency (DEA)
- US Marshall's Service
- US Secret Service
6. The Police Department is now requesting to retrofit VIN's surveillance van with new audio and video equipment. The current equipment in the van is outdated, inoperative, and under a proprietary license. The company that provided and installed the equipment on the van is no longer in business, so any replacement equipment would need to be compatible with the proprietary equipment originally installed. This is not possible, and therefore a new audio/video system is needed.
7. The Police Department is requesting to deem the vendor a City Standard pursuant to Section 35.18(C)(3) of the City's Code of Ordinances.
8. Request Commission to approve the purchase of covert surveillance equipment and installation services from Covert Surveillance Industries, LLC. (CSI), in the amount not to exceed $51,260, and to approve CSI as a City Standard, pursuant to Section 35.18(C)(3) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $51,260
b) Amount budgeted for this item in Account No: Funds are budgeted in account # 1-521-3001- -64400: 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:
e) Detail of additional staff requirements: Not Applicable.