HomeMy WebLinkAbout(0020) M&C 19-0285City of Fort Worth, Texas
Mayor and Council Communication
DATE: 11/05/19 M&C FILE NUMBER: M&C 19-0285
LOG NAME: 13PPOLICE DEPARTMENT LICENSE PLATE READER SYSTEMS JC
SUBJECT
Authorize a Purchase Agreement with Vigilant Solutions, LLC for a License Plate Reader System, Software Licenses, and Related Services for
the Police Department using National Cooperative Purchasing Contract 12-10 in an Amount Up to $875,000 for the First Year with Three One -Year
Renewal Options in an Annual Amount of Up to $250,000.00 (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize a purchase agreement with Vigilant Solutions, LLC for license plate reader systems, software
licenses, and related services for the Police Department using a cooperative contract for a first year amount of $875,000.00 with three one-year
renewal options in an annual amount of up to $250,000.00.
DISCUSSION:
The Police Department requested a Purchase Agreement under National Cooperative Purchasing Alliance Contract 12-10 with Vigilant
Solutions, LLC to expand its License Plate Recognition (LPR) system.
The system includes hardware, software, and services. The hardware components include Mobile LPR-3 Camera Reaper systems, speed
trailers with LPR camera systems, and message board trailers with LPR camera systems. The software site License Agreement provides
access to Vigilant Solutions' suite of Law Enforcement security software and includes unlimited technical support, software maintenance, bug
fixes, patches, minor software upgrades and all utilities released within the product evolution. This Purchase Agreement will also include LPR
data hosting service through the National Law Enforcement LPR server. This Agreement will also provide field services, which include startup,
configuration, and commissioning of Law Enforcement Archival Reporting Network (LEARN) server application and the Car Detector fixed and
mobile camera systems.
In addition, the license plate information is collected from the reader and is checked against listings for stolen cars, stolen license plates, wanted
persons, and unregistered vehicles. Current data can be downloaded remotely from the Department of Motor Vehicles and the National Crime
Information Center to relay Amber alerts, missing persons and terrorists watch lists. The camera system also assists the City, local surrounding
areas, and federal partners to protect against terrorism and other threats.
PRICE ANALYSIS: The National Cooperative Purchasing Alliance (NCPA) Contract No. 12-10 offers fixed pricing. Staff has reviewed the pricing
and determined it to be fair and reasonable.
COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under a cooperative purchasing Agreement
satisfies any state law requiring that the local government seek competitive bids for purchase of the item. NCPA Contracts are competitively bid to
increase and simplify the purchasing power of government entities.
M/WBE OFFICE: A MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.
SUCCESSOR CONTRACTS: To facilitate planning and budgeting, Staff would prefer to have annual Agreements that align with the Fiscal Year.
However, the NCPA Agreement is out of alignment with the City's Fiscal Year and the current NCPA term will expire on September 30, 2020. In
order for this Agreement to align with the City's Fiscal Year, adoption of this Mayor and Council Communication (M&C) technically authorizes (i) a
series of Purchase Agreements, each of which will align to a term of the NCPA Agreement to ensure legal authority exists for the contract, and (ii)
an annual spend amount, future years of which would be subject to City Council appropriation. In the event that a Cooperative Agreement is not
renewed, Staff would cease making purchases at the end of the last Purchase Agreement coinciding with the valid Cooperative Agreement. If the
City Council were to not appropriate funds for a future year, Staff would cease making purchases when the last appropriation expires, regardless
of whether the then -current Purchase Agreement has expired. If the cooperative contract is extended, this M&C authorizes the City to purchase
similar software and services under the extended contracts. If the cooperative contract is not extended, but a new cooperative contract is executed
with Vigilant Solutions, LLC, with substantially similar terms as the previous cooperative contract, this M&C authorizes the City to purchase the
services under the new cooperative contract.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager up to the amount allowed by
relevant law and the Fort Worth City Code and does not require specific City Council approval.
AGREEMENT TERM: Upon City Council's approval, these Agreements will commence on September 30, 2020 in accordance with the terms and
conditions of the cooperative contract or applicable successive contracts for the same services.
RENEWAL OPTIONS: The Agreement may be renewed for three (3) additional one-year terms at the City's options to renew. This action does not
require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the
renewal term. Staff anticipates the cost for renewal years will be $250,000.00 for the support and maintenance of the system and purchase of
additional equipment.
The purchases will include ALL COUNCIL DISTRICTS.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendation, funds are available in the current capital budgets, as
appropriated, in the General Capital Projects Fund, ITS Capital Fund, and CCPD Capital Fund. Prior to an expenditure being made, the Police
Department has the responsibility to validate the availability of funds.
Submitted for City Manager's Office by. Kevin Gunn 2015
Originating Business Unit Head: Reginald Zeno 8517
Additional Information Contact: Cynthia Garcia 8525
Jeff Cope 8313