Report to Mayor and City Council
Tuesday, May 03, 2022
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF A PURCHASE AGREEMENT BETWEEN THE CITY OF CARSON AND VIGILANT SOLUTIONS, LLC AND BUDGET RESOLUTION 22-079 RELATED TO THE PROCUREMENT OF FOUR LICENSE PLATE READER TRAILERS FOR THE CITY OF CARSON (CITY COUNCIL)
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I. SUMMARY
This item transmits a request for City Council to approve the purchase of four mobile License Plate Reader Trailers (“LPRs”) for the City of Carson. This technology will allow the City and the Los Angeles County Sheriff’s Department (the “LASD”) to deploy additional public safety strategies in the community. These include identifying vehicles associated with potential criminal activity entering and exiting the City, helping mitigate speeding vehicles, and displaying important public information for community members to read as they are driving by.
The LPRs would be owned by the City of Carson and the intent is to allow LASD full use of the LPRs to help accomplish our shared public safety objectives. A Memorandum of Understanding between the City and LASD to govern the use of the LPRs is currently being prepared for consideration at a future City Council meeting. This item addresses the procurement of the LPRs, only.
Staff recommends the City Council approve the proposed purchase agreement (Exhibit 1) between the City of Carson and Vigilant Solutions, LLC for a total of $275,217.80 to be drawn from the existing Fiscal Year 2021-2022 Budget, and a Budget Resolution (Exhibit 2) amending the Fiscal Year 2021-2022 Budget to allow transfer of funds. Should the City Council approve purchasing the four LPRs, staff anticipates a minimum lead time of 90 days for delivery.
II. RECOMMENDATION
Recommendation
1. APPROVE the Purchase Agreement between the City of Carson and Vigilant Solutions, LLC in the amount of $275,217.80 (Exhibit 1).
2. AUTHORIZE the Mayor to execute the Agreement following approval as to form by the City Attorney.
3. ADOPT Resolution 22-079, A Resolution of the City of Carson City Council Amending the Fiscal Year 2021-2022 Budget (Exhibit 2).
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate and that is consistent with applicable laws.
IV. BACKGROUND
On February 24, 2022, the City released an Invitation for Bids (“IFB”) to identify vendors and pricing for four mobile LPR trailer systems. The IFB closed on March 10, 2022, and no bids were received. Municipal Code Section 2610(g) indicates that “if no bids are received and subject to the approval of the Purchasing Manager, procurement may proceed without further compliance with competitive bidding requirements.”
Nonetheless, staff requested price quotes from three qualified companies (NDI Recognition Systems, Vetted Security Solutions / Vigilant Solutions LLC, and Wanco) to help ensure the City received the most competitive pricing possible. Vigilant Solutions, LLC was the only responsive bidder.
Because the pricing offered by Vigilant Solutions, LLC is consistent with the Los Angeles County Master Agreement Pricing, and because LASD currently uses the software that comes with these LPRs allowing for seamless integration and use, staff recommends the City Council approve the proposed Purchase Agreement and Budget Resolution included as Exhibits 1 and 2.
The LPRs would be deployed throughout the City in particular areas identified by the City and LASD. The LPRs would be moved as needed and could also be used as directional signage and for other public information purposes. The intent of procuring four trailers is to help ensure that all sections of the City are equally covered and receive the safety enhancing benefits of the mobile LPRs.
Staff is continuing to work with LASD on broader security plans that could include the installation of stationary LPRs along the City’s major corridors. Procuring these four mobile LPRs are part of that broader planning effort. Plans for additional LPRs will be addressed to City Council separately from this staff report, as this item focuses only on the procurement of the four mobile LPR trailers. Due to supply demand, the City can anticipate the procurement of the LPR trailers within 60-90 days of purchase.
V. FISCAL IMPACT
There is no fiscal impact associated with this item. Funds will be drawn from the existing Fiscal Year 2021-2022 City Manager’s Office Budget that was previously approved by City Council in June 2021. Should it desire, the City Council may adopt a rental fee to allow LASD to use the trailers outside the boundary of the City of Carson. Staff will introduce this rental fee as part of the upcoming Citywide Fee Study for consideration and potential adoption by the City Council. Revenues to the City from renting out the LPRs could potentially be used to fund the replacement of the LPRs in the future.
VI. EXHIBITS
1. Purchase Agreement with Vigilant Solutions, LLC (pgs. 4 - 16)
2. Budget Resolution 22-079 (pgs. 17 - 18)
Prepared by: Michael George, Assistant to the City Manager