HomeMy WebLinkAboutItem 13e - Grant for Reimbursement of Portable ALPR Camera Systems
DATE: February 2, 2021
TO: Honorable Mayor and City Council
FROM: Roy Nakamura, Chief of Police
By: Dr. Jennifer Brutus, Senior Management Analyst
SUBJECT: GRANT AWARD FROM THE U.S. DEPARTMENT OF HOMELAND
SECURITY - STATE HOMELAND SECURITY ASSISTANCE PROGRAM
FOR REIMBURSEMENT OF PORTABLE AUTOMATED LICENSE PLATE
READER CAMERA SYSTEMS IN THE AMOUNT OF $52,305
Recommendation: Accept and Approve Purchase
SUMMARY
The Arcadia Police Department (the “Department”) has been awarded a grant from the
U.S. Department of Homeland Security for a State Homeland Security Program (“SHSP”)
grant centered on communications improvements, which will reimburse the cost of
portable automated license plate reader (“ALPR”) cameras in the amount of $52,305.
With City Council approval, the Department will be able to purchase five portable ALPRS
units. Therefore, it is recommended that the City Council accept the SHSP grant award
for reimbursement of costs related to portable ALPR camera equipment in the amount of
$52,305.
BACKGROUND
Since 2008, the Police Department has utilized Automated License Plate Reader
(“ALPR”) systems to combat criminal activity, enhance productivity, and improve officer
safety. Currently, the City has ALPR cameras installed at fixed locations at intersections
throughout the City. The ALPR system automatically captures license plates from passing
vehicles and vehicles parked on a street.
For the 2018 grant period, the SHSP is providing the City, as a sub-recipient, funding to
purchase portable and/or vehicle mounted ALPR cameras under a larger Interoperable
Communications Equipment Project. The Department wants to purchase the portable
option as it plans to expand the current ALPR system by adding five ALPR cameras to
existing mobile trailers, which are part of the current fleet. Currently, the City has one
radar trailer and three message trailers. Since the Department only has four trailers, it
Accept Grant Award from the State Homeland
Security Grant Program for Portable ALPR Systems
February 2, 2021
Page 2 of 4
plans to collaborate with the City’s Public Works Department (“PWSD”) to equip an
existing PWSD message trailer with the fifth ALPR camera system.
Having all of the Department’s trailers equipped with ALPR cameras serves as a force
multiplier and provides flexibility as the trailers are easy to maneuver, enabling officers to
use ALPR cameras wherever needed. By making the trailers dual purpose, the
Department will also get more use out of the equipment and have a significant advantage
towards reducing crime throughout the entire City.
DISCUSSION
The SHSP grant is being managed by the California Governor’s Office of Emergency
Services (“Cal OES”). Cal OES mandates that the City use its own documented
procurement procedures. Since the dollar amount for this purchase exceeds $30,000, the
Department was required to conduct a Formal Request for Bids in order to comply with
the grant’s purchasing guidelines.
In December 2020, the Department published a Notice Inviting Bids four times in the
Arcadia Weekly newspaper and emailed the formal notice to six known equipment
vendors. The Notice listed the equipment needs, including the ALPR camera system with
mounting equipment, operating software, support services, maintenance, and installation.
After a three-week submission period, four bids were received on January 7, 2021. A
committee comprised of four City staff members later convened to review and rate the
bids whose costs are described in the table below.
Bids Received for Portable ALPR Cameras Systems
Vendor
Total Cost per
Portable ALPR
System
# of
Systems
Grand Total
(Funded by SHSP
Grant, Year 1 - $0
City Obligation)
One Year of
Recurring Fees*
on (5) Systems
(Year 2 - City’s
Obligation Starts)
Four Years of
Recurring Fees
on (5) Systems
(Total City Obligation
over 5-year period)
Leonardo (Selex ES Inc. - ELSAG
ALPR Systems)
Greensboro, NC
$16,685
5
$83,425
$11,600
$46,400
Riverland Technologies
Pearl, MS
$10,061
5
$52,305
$5,423**
$26,613**
Utility Associates, Inc.
Decatur, GA
$14,312
5
$71,560
$6,500
$26,000
Vigilant Solutions, LLC
Chicago, IL
$14,419
5
$72,095
$12,500
$50,000
*Recurring fees include hardware and software warranty/maintenance costs, cloud service/support, and backend
software/user fees.
**Riverland’s warranty pricing (based on the equipment subtotal) increases by 2% annually. The rate is 10% at Year 2 and
increases to 16% at Year 5.
Accept Grant Award from the State Homeland
Security Grant Program for Portable ALPR Systems
February 2, 2021
Page 3 of 4
Of the bids received, Riverland’s cost per two-camera system is the lowest at $10,061,
followed by Utility who quoted $14,312. Leonardo was the most expensive at $16,685,
whereas Vigilant’s price is $14,419. The committee selected Riverland (the lowest
responsive, responsible bidder) for the project and according to the company’s quote, the
Department can afford to purchase five systems at a total cost of $52,305.
Riverland uses an Optical Character Recognition (“OCR”) software combined with the
use of artificial intelligence (“AI”) to capture license plate and vehicle information.
Riverland’s system is user friendly and the company manages all software updates, thus
the ALPR trailers will always be current with the latest requirements. The company, based
in Pear, Mississippi, utilizes remote access methods when providing technical support;
however, they also dispatch local technicians when a physical response is needed.
The SHSP will cover the cost of the equipment, software, and installation; therefore, there
will be no cost to the City to purchase the equipment. However, the equipment entails
recurring annual fees, which cover the hardware and software warranty with maintenance
(starting at 10% of the equipment subtotal), cloud storage and support ($240 per system,
per year), and access to backend software ($120 per user, per year). Starting at Year 2,
the City would be obligated to pay recurring annual fees. At Year 2, the amount would be
$5,423 and the amount will increase each year as the warranty component increases by
2% each year. Over the course of four years, the City will spend $26,613, which will be
included in annual operating budgets for the Department. The vendor states the
equipment is expected to last approximately five years.
The current cellular data plans used to support the existing citywide ALPR system will be
used to support this proposed portable ALPR system. As a result of pending upgrades
to the current ALPR system, the Department will be able to transfer over existing data
plans to the proposed portable ALPR systems with no additional data plan costs
anticipated.
The grant award is distributed on a reimbursement basis, Cal OES will reimburse the City
for all pre-approved costs upon receipt of the Department’s claims. The City will be
required to comply with the terms and conditions of the grant, including expense reporting
and auditing.
ENVIRONMENTAL IMPACT
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can
be seen with certainty that it will have no impact on the environment. Thus, this matter is
exempt under CEQA.
Accept Grant Award from the State Homeland
Security Grant Program for Portable ALPR Systems
February 2, 2021
Page 4 of 4
FISCAL IMPACT
The funds for the five portable ALPR camera systems and installation costs have been
allocated in the FY 2020-21 Operating Budget, under the SHSP Special Fund. The cost
of the Project will be offset by reimbursement at the end of the grant period, in an amount
not to exceed $52,305.
RECOMMENDATION
It is recommended that the City Council determine that this project is exempt under the
California Environmental Quality Act (“CEQA”); and accept a grant award from the U.S.
Department of Homeland Security for a State Homeland Security Assistance Program for
reimbursement of portable Automated License Plate Reader Camera Systems in the
amount of $52,305.