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HomeMy Public PortalAbout12. Automated License Plate Reader Service Renewal and Camera PurchaseClaremont City Council Agenda Report File #: 4941 Item No: 12. TO: ADAM PIRRIE, CITY MANAGER FROM: AARON FATE, CHIEF OF POLICE DATE: NOVEMBER 28, 2023 Reviewed by: City Manager: AP SUBJECT: AUTOMATED LICENSE PLATE READER SERVICE RENEWAL AND CAMERA PURCHASE (FUNDING SOURCES: GENERAL FUND AND STATE HOMELAND SECURITY GRANT PROGRAM) SUMMARY The Police Department implemented an Automated License Plate Reader (ALPR) program in 2011. This purchase is for the annual software renewal and additional cameras. Seventeen additional cameras are included in this purchase. Seven of these cameras will be installed in the area of Indian Hill Boulevard and Auto Center Drive, six cameras will be mounted on two patrol vehicles for mobile reads of license plates, and four cameras will be Quick Deploy cameras that can be moved around the City if needed. The purchase of the annual software renewal coupled with the seventeen cameras exceeds $25,000, therefore, City Council review and approval of the purchase is required. RECOMMENDATION Staff recommends that the City Council: A. Authorize the City Manager to execute an agreement with Vigilant Solutions in the amount of $191,945.43 for the purchase of Vigilant Solutions ILP Package with two three -camera Mobile Automated License Plate Reader Systems, seven Fixed Automated License Plate Reader Systems, and four Quick Deploy Automated License Plate Reader Systems; and B. Appropriate $121,776.28 from the unassigned General Fund balance and $70,169.15 in available State Homeland Security Grant funding to fully fund the purchase. CLAREMONT Page 1 of 3 Printed on 11/22/2023 ALTERNATIVES TO RECOMMENDATION In addition to the recommendation, there are the following alternatives: A. Reject the staff recommendation. B. Delay the staff recommendation and request additional information. FINANCIAL REVIEW The funding for this purchase will come from a combination of General Fund and State Homeland Security Grant funding. The purchase and installation of the seven cameras in the area of Indian Hill Boulevard and Auto Center Drive total $121,776.28 and will be funded utilizing the General Fund. The ILP package with two three -camera Mobile Automated License Plate Reader Systems and 4 Quick Deploy Automated License Plate Reader Systems total $70,169.15 and will be funded utilizing State Homeland Security Grant funding. The total for all purchases is $191,945.43. Ongoing costs for this project will include cellular connectivity subscriptions totaling $3,360 annually. These costs will be included in the operating budget of the Police Department. Staff recommends that Vigilant Solutions be awarded this project as a sole source vendor. Their propriety software/hardware systems and its ability to share data with other Vigilant users within compliance with State and Federal laws is one of the most significant and beneficial elements of this project. This purchase complies with all City purchasing guidelines. Bid and contract documents are available for review in the City Clerk's office. The staff cost to prepare this report and administer this program is estimated at $500 and is included in the operating budget of the Police Department. ANALYSIS An ALPR system is a computer -based system that utilizes special cameras to capture a color image, as well as an infrared image, of a license plate from a passing vehicle. The images are converted to a text file utilizing Optical Character Recognition (OCR) technology. The text file is automatically compared against law enforcement databases for review against stolen vehicles, wanted persons, missing persons, and public safety -related files. ALPR technology can be deployed in either a fixed or mobile environment. A fixed camera may be mounted on a roadside pole, bridge overpass, or building structure. A mobile system may reside on a patrol vehicle, an unmarked vehicle, or a parking enforcement vehicle. Whether mobile or fixed, the cameras are basically the same, consisting of infrared (IR) light -emitting diode (LED) illumination, an infrared camera, and a color camera. These cameras are capable of providing effective license plate image captures during the day or at night and eliminate the variability of plate backgrounds and colors by providing a clear monochrome image of the license plate. Vigilant Solutions offers an ALPR data and hosting application, LEARN, for law enforcement use only, which is currently being used to manage our ALPR data. Vigilant Solutions cameras upload directly CLAREMONT Page 2 of 3 Printed on 11/22/2023 )GvN¢>ic>ri by I egis[ai into LEARN. Staff recommends that the City Council approve the purchase of this equipment from Vigilant Solutions to maintain consistency and interoperability with our existing ALPR system and to maintain the continuous integration of ALPR detections into the LEARN software. This purchase exceeds the City Manager's purchasing authority; therefore, City Council approval is required. Staff recommends that the City Council authorize the City Manager to execute an agreement with Vigilant Solutions in the amount of $191,945.43 for the purchase of Vigilant Solutions ILP Package with (2) three -camera Mobile Automated License Plate Reader Systems, seven Fixed Automated License Plate Reader Systems, and four Quick Deploy Automated License Plate Reader Systems. Additionally, staff recommends the appropriation of $121,776.28 from the unassigned General Fund balance and $70,169.15 in available State Homeland Security Grant funding to fully fund the proposed purchase of ALPR cameras. RELATIONSHIP TO CITY PLANNING DOCUMENTS Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents and finds that it applies to the following: Council Priorities, General Plan, 2022-24 Budget, and Youth and Family Master Plan. CEQA REVIEW This item is not subject to environmental review under the California Environmental Quality Act (CEQA). PUBLIC NOTICE PROCESS The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk's Office. Submitted by: Aaron Fate Chief of Police Prepared by: Andrew Erickson Information Technology Technician CLAREMONT Page 3 of 3 Printed on 11/22/2023