Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Amendment No. 1 to an Existing Consulting Services Agreement With Flock Safety to Extend the Contract Term an Additional Five Years from Date of Execution, Purchase and Install 41 Additional Flock Automatic License Plate Reader (ALPR) Cameras, and to Increase the Maximum Amount of Compensation by $807,150.00 for a Total not to Exceed Amount of $1,057,150.00 and to Authorize Additional Cumulative Agreement Amendments Up to 10% ($105,715.00)
Staffreport
COUNCIL PRIORITY
• Public Safety
SUMMARY AND RECOMMENDATIONS
Flock Safety’s (Flock) Automated License Plate Reader (ALPR) camera capabilities have provided the San Leandro Police Department with video evidence to solve crimes. Flock has installed 41 ALPR cameras where crime has historically been concentrated. Staff recommends the City Council authorize a sole source purchase under Cal. Public Contract Code section 3400© (1) and San Leandro Municipal Code Section 1-6-315 in order to purchase an additional 41 ALPR Cameras from Flock. Additionally, Staff recommends extending the original agreement with Flock for an additional five years from the date of amendment execution.
BACKGROUND
Staff was directed to explore and develop a plan to implement ALPR cameras and to determine locations throughout the City where ALPR cameras could deter and solve crimes.
ALPR cameras have enhanced crime prevention and criminal investigations by discouraging criminals, alerting law enforcement to stolen vehicles, and providing investigators with data on vehicles located within specified areas of the City of San Leandro.
Flock will deploy the additional 41 movable ALPR cameras at locations previously approved by the City Council. Flock’s ALPR cameras are solar/battery-powered and can be moved if needed.
In July 2023, two additional ALPR cameras were added at the Monarch Bay Golf Course that are paid for separately by the Monarch Bay Golf Course and Public Works Department. These ALPR cameras are tied into the current Police Department Flock system.
Analysis
Flock ALPR cameras were selected based on many attributes, including: 1) coverage of two travel lanes with a single camera; 2) the use of a battery and solar power system that reduces costs; 3) portability so that SLPD can adjust deployment based on future crime trends; and 4) easy to use data storage and retrieval. Flock’s ALPR cameras have a set price of $2,500.00 per camera per year, with a five-year service contract. The cost of the agreement includes all cellular data, cloud storage, software, licensing fees, and installation. The total cost for the existing 41 Flock ALPR cameras and proposed additional 41 Flock ALPR cameras (82 Flock ALPR cameras total) is estimated to be $1,057,150.00 over a five-year period and will fund five years of camera use.
Flock contacted the San Leandro Police Department to notify the City of price increases that would impact the purchase of the additional 41 ALPR cameras as well as the existing 41 cameras following the termination date of the original agreement on June 30, 2024. Flock offered the City of San Leandro a cost savings by extending the agreement with Flock by five years from the date of the contract amendment’s execution.
By agreeing to Flocks proposal for the five-year extension and purchase of 41 additional ALPR cameras, this would provide the City an annual savings of $41,000.00 per year, and $205,000.00 over the five-year amended agreement for the 82 ALPR cameras.
Previous Actions
Resolution No. 2022-054 authorizing purchase of the initial 41 ALPR cameras was introduced and passed on April 4, 2022.
FISCAL IMPACTS
This project will not exceed a cost of $1,057,150.00 over a five-year period, which requires no adjustment to the FY 2023-2024 or FY 2024-2025 Adopted Budget. The Police Department will request appropriations for FY 2025-2026, FY 2026-2027, and FY 2027-2028 to continue to fund this project.
(Account number 010-21-006-5311).
Project costs include:
1) The purchase and installation of all equipment.
2) Five years of operating expenses including licensing and software maintenance fees.
Staff anticipates completing the purchase of the additional 41 ALPR cameras and initiating the extension of services in this fiscal year. On-going annual costs are estimated to not exceed $210,000.00.
• Fiscal Year 2023-2024 costs estimated not to exceed $217,150.00
• Fiscal Year 2024-2025 costs estimated not to exceed $210,000.00
• Fiscal Year 2025-2026 costs estimated not to exceed $210,000.00
• Fiscal Year 2026-2027 costs estimated not to exceed $210,000.00
• Fiscal Year 2027-2028 costs estimated not to exceed $210,000.00
ATTACHMENTS
Attachment A - Resolution
Attachment B - Flock Group Inc. Consulting Services Agreement
Attachment C - Sole Source Letter for Community Safety Cameras and Solution
Attachment D - Flock Group Inc. Cost Proposal
PREPARED BY: Natalie A. Villaseñor, Sr. Management Analyst, Police Department