TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary amendments, with Vigilant Solutions, LLC, of Livermore, CA, for the purchase of Automatic License Plate Reader (ALPR) system hardware, software, installation, and training services, for a total contract amount not to exceed $381,051, inclusive of taxes and fees; and
Increase appropriations in the Fleet Services Fund Group in the Financial Management Department by $381,051, offset by funds previously collected from the General Fund Group in the Public Works Department. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Vigilant Solutions, LLC, for the purchase of Vigilant ALPR system software and hardware, for a total contract amount not to exceed $381,051, inclusive of taxes and fees.
This Vigilant ALPR system is currently used by the Long Beach Police Department, which was installed between FY 17 and FY 19. Under this contract, the Vigilant ALPR system will be installed on 17 vehicles used by the Parking Enforcement Division of the Environmental Service Bureau in the Public Works Department. The Vigilant ALPR system will replace an out-of-date ALPR system currently installed on three of the Parking Enforcement vehicles and the system will be installed for the first time on the remaining 14 vehicles. The new system is more efficient, with automatic chalk technology, high definition cameras, a client portal, payment validation, and the ability to interface with a managed server. The new ALPR system will eliminate the need for manual tire chalking and will improve interface communication between the Police and Public Works Departments for faster service delivery.
The Fleet Services Bureau and the Purchasing Division in the Financial Management Department researched procurement options and worked closely with the Public Works Department and Police Department staff. The need for communication and interaction with the existing Police Department system made Vigilant the only possible provider for the service to ensure compatibility and functionality within the City’s existing systems.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Taylor M. Anderson and Business Service Bureau Manager Tara Yeats on October 27, 2020, and by Budget Management Officer Rhutu Amin Gharib on October 29, 2020.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and execute a contract concurrently is requested on November 17, 2020, to ensure a contract is in place expeditiously and the ALPR hardware is installed at the same time the new Parking Enforcement vehicles are being delivered.
FISCAL IMPACT
The total contract amount will not exceed $381,051, inclusive of taxes and fees. An appropriation increase of $381,051 is requested in the Fleet Services Fund Group in the Financial Management Department for the purchase, installation, and training associated the Vigilant system, offset by funds previously collected in FY 18 from the General Fund Group in the Public Works Department. The system’s equipment is transferable to new vehicles; therefore, the maintenance or ongoing expenses associated with the Vigilant system is expected to be minimal and will be paid for directly by the Public Works Department, under the appropriate approval protocol. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
ERIC LOPEZ
DIRECTOR OF PUBLIC WORKS
APPROVED:
THOMAS B. MODICA
CITY MANAGER