Title
MOTION TO APPROVE THE SOLE SOURCE PURCHASE OF THE VIGILANT INTELLIGENCE-LED POLICING (ILP) PACKAGE WITH MOBILE LICENSE PLATE READER (LPR) HARDWARE, VIGILANT TRAILER RETROFIT KIT, AND MOBILE LICENSE PLATE READER FROM VETTED SECURITY SOLUTIONS, IN AN AMOUNT NOT TO EXCEED $131,673.61, AND ALSO TO APPROVE THE FOURTH AMENDMENT TO THE ENTERPRISE SERVICE AGREEMENT (ESA) WITH VIGILANT SOLUTIONS AT A PRO-RATED AMOUNT NOT TO EXCEED $11,782, 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) 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 35.21(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. On September 16, 2015, the City Commission approved the sole source purchase of the Vigilant Intelligence-Led Policing Package with Stationary License Plate Reader (LPR) Hardware along with the purchase of two compatible mobile LPR trailers from Vetted Security Solutions.
2. 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 Solution 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."
3. The City of Pembroke Pines Police Department would like to purchase the following items:
|
QTY |
Description |
Unit Price |
Total Cost |
|
|
Pembroke Pines PD - ILP Speed Trailer / Trailer Retrofit |
|
|
|
1 |
Vigilant Intelligence Led Policing Package |
$34,495.00 |
$34,495.00 |
|
2 |
Vigilant ALPR:LPR Speed Trailer (Wanco) |
$25,000.00 |
$50,000.00 |
|
1 |
Trailer Retrofits:Trailer Retrofit / Add two (2) LPR Cameras |
$22,950.00 |
$22,950.00 |
|
2 |
Wanco Trailer Delivery |
$950.00 |
$2,850.00 |
|
6 |
LPR Basic Service Package for Hosted/Managed LPR |
N/C |
N/C |
|
|
|
|
$110,295.00 |
|
Pembroke Pines PD - 2-LPR Mobile System |
|
|
|
|
1 |
2 Cam Mobile LPR Unit |
$12,361.11 |
$12,361.11 |
|
2 |
High Impact Camera Magnet |
$298.00 |
$596.00 |
|
2 |
Basic Service Package for Hosted/Managed LPR Deployments |
$1,600.00 |
$3,200.00 |
|
1 |
Start Up & Commissioning of 'In Field' LPR system |
$875.00 |
$875.00 |
|
1 |
Travel Rates |
$295.00 |
$295.00 |
|
1 |
Mobile Installation |
$750.00 |
$750.00 |
|
1 |
Shipping Rates for Mobile |
$151.50 |
$151.50 |
|
1 |
Mobile LPR 2-Camera kit Extended Hardware |
|
|
|
|
Warranty**Including the 1-Year Warranty with |
|
|
|
|
purchase of New Equipment |
$3,150.00 |
$3,150.00 |
|
|
|
|
$21,378.61 |
4. After the first year of service, the City also has the option to continue purchasing the Annual Hosting and Software Maintenance along with the Annual Private Data Subscription as described below:
(A) Annual Hosting and Software Maintenance - Hosting of the data and software updates, tech support, bug fixes and user requested developmental changes. The annual cost depends on the number of cameras that the City would have, as there is a charge per camera that is dependent on the total number of cameras owned. At the time, the City currently owns 40 cameras.
|
Basic Service: |
|
|
|
|
0-14 CLK's |
15-30 CLK's |
31-60 CLK's |
Over 60 |
|
$500.00 |
$425.00 |
$375.00 |
$250.00 |
|
Standard (Option# 1): |
|
|
|
|
0-14 CLK's |
15-30 CLK's |
31-60 CLK's |
Over 60 |
|
$725.00 |
$615.00 |
$540.00 |
$365.00 |
|
ILP Subscriber CLK Renewal Fees: |
|
|
|
|
0-14 CLK's |
15-30 CLK's |
31-60 CLK's |
Over 60 |
|
$500.00 |
$425.00 |
$375.00 |
$250.00 |
(B) Annual Private Data Subscription - Vigilant Solutions Private Data has over 4 billion license plate reads nationwide and the FaceSearch Facial Recognition program has over 3 million booking photos from the State of Florida. The annual cost is based on a tiered pricing system that is dependent on the size of the agency. At the time, the City is currently on ILP Tier 1 (Option #2).
5. As a result of the purchase of the Vigilant Intelligence Led Policing Package the City’s existing data subscription to Vigilant’s license plate database and facial recognition program will be extended until January 16, 2021.
6. Request Commission to approve the sole source purchase of the Vigilant Intelligence Led Policing (ILP) package with mobile license plate reader (LPR) hardware, Vigilant trailer retrofit kit, and mobile license plate reader from Vetted Security Solutions, in an amount not to exceed $131,673.61 and also approve the fourth amendment to the Enterprise Service Agreement (ESA) with Vigilant Solutions at a pro-rated amount not to exceed $11,782, pursuant to section 35.18(C)(3) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost:
Vetted Security Solutions: $131,673.61
Vigilant Solutions: $11,782
b) Amount budgeted for this item in Account No: ILP Speed Trailer / Trailer Retrofit: $110,295.00 budgeted in account # 1-521-3001- -64400: Other Equipment
2-LPR Mobile System: $20,423.00 budgeted in account # 124-521-3018-2017-64400: Other Equipment; and $955.61 budgeted in account # 1-521-3001- -64400: Other Equipment. Purchase will be made from 2017 Justice Assistance Grant (JAG) funding that was previously allocated to the police department. The full 2017 JAG authorized budget allocation was $20,423, which will leave the police department with a remaining balance of $955.61. All 2017 JAG grant funds must be fully expended by no later than Sept 30, 2020.
Camera License Key (CLK’s) fee payable to Vigilant Solutions: $11,782.00 budgeted in account # 1-521-3001- -46800: Maintenance Contracts.
c) Source of funding for difference, if not fully budgeted: Not applicable
d) 5 year projection of the operational cost of the project: The annual hosting and software maintenance cost is $375 per camera for 31-60 cameras, if the City would choose to continue the service.
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Expenditures |
$143,455.61 |
N/A |
N/A |
N/A |
N/A |
|
Net Cost |
$143,455.61 |
N/A |
N/A |
N/A |
N/A |