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File #: 18-2245    Name: 1) AUTHORIZATION TO AWARD A CONTRACT FOR THE PURCHASE, DELIVERY, INSTALLATION, MAINTENANCE, WARRANTY AND HOSTING OF AN AUTOMATED LICENSE PLATE READER SYSTEM; AND 2) APPROVAL OF RESOLUTION NO. R2018-34, AMENDING THE GOVERNMENTAL CAPITAL BUDGET FOR FISCAL Y
Type: Purchasing/Contract
Body: Village Council
Agenda Date: 8/14/2018 Final action:
Title: ITEM: 1) AUTHORIZATION TO AWARD A CONTRACT FOR THE PURCHASE, DELIVERY, INSTALLATION, MAINTENANCE, WARRANTY AND HOSTING OF AN AUTOMATED LICENSE PLATE READER SYSTEM; AND 2) APPROVAL OF RESOLUTION NO. R2018-34, AMENDING THE GOVERNMENTAL CAPITAL BUDGET FOR FISCAL YEAR 2017/2018, BY COMMITTING MONIES FROM PRIOR YEAR LAW ENFORCEMENT TRUST FUNDS (LETF) TO CAPITAL EXPENSE, FOR THE PURCHASE OF AN AUTOMATED LICENSE PLATE READER SYSTEM; AND PROVIDING AN EFFECTIVE DATE. REQUEST: 1) Authorization to award a contract to Vetted Security Solutions, LLC for the purchase, delivery and installation maintenance, warranty, and hosting of a Vigilant automated license plate reader system, at a cost of $463,154.85; and 2) Approval of Resolution No. R2018-34 amending the governmental capital budget for fiscal year 2017/2018, by committing monies from prior year law enforcement trust funds (LETF), to capital expense, for the purchase of an automated license plate reader system; and providing an effective...
Attachments: 1. 1. Vetted Proposal for Delivery and Installation, 2. 2. Vetted Proposal for Data, 3. 3. Vetted - Five Year Warranty and Hosting Quote, 4. 4. Vetted Sole Source Justification, 5. 5. Vigilant Sole Souce Justification, 6. 6. Resolution R2018-34 License Plate Reader Cameras
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ITEM:  1) AUTHORIZATION TO AWARD A CONTRACT FOR THE PURCHASE, DELIVERY, INSTALLATION, MAINTENANCE, WARRANTY AND HOSTING OF AN AUTOMATED LICENSE PLATE READER SYSTEM; AND 2) APPROVAL OF RESOLUTION NO. R2018-34, AMENDING THE GOVERNMENTAL CAPITAL BUDGET FOR FISCAL YEAR 2017/2018, BY COMMITTING MONIES FROM PRIOR YEAR LAW ENFORCEMENT TRUST FUNDS (LETF) TO CAPITAL EXPENSE, FOR THE PURCHASE OF AN AUTOMATED LICENSE PLATE READER SYSTEM; AND PROVIDING AN EFFECTIVE DATE.   

 

REQUEST:  1) Authorization to award a contract to Vetted Security Solutions, LLC for the purchase, delivery and installation maintenance, warranty, and hosting of a Vigilant automated license plate reader system, at a cost of $463,154.85; and 2) Approval of Resolution No. R2018-34 amending the governmental capital budget for fiscal year 2017/2018, by committing monies from prior year law enforcement trust funds (LETF), to capital expense, for the purchase of an automated license plate reader system; and providing an effective date.

 

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EXPLANATION:  Staff is seeking authorization to:

 

(1)                     Award a contract to Vetted Security Solutions, LLC, for the purchase, delivery, installation, maintenance, warranty and hosting of a Vigilant automated license plate reader system.

 

On July 10, 2018, the Village Council authorized staff to utilize LETF funds for the purchase, delivery, and installation of an automated license plate reader system, to be installed at targeted locations throughout the Village. Vigilant Solutions ALPR cameras capture license plate information, data is then sent to a national database (LEARN) which can be queried by law enforcement. The system can also send alerts to officers in real time in the event a plate image is captured that has been reported stolen or flagged in a crime.  In addition, the system produces traffic analysis information, including number of vehicle trips and traffic patterns throughout the Village. A breakdown of the total cost of the system, including an additional five-year extended warranty and hosting, is summarized below:

 

DESCRIPTION

AMOUNT

Purchase, delivery and installation of Vigilant ALPR system (31) cameras

 $354,076.93

Annual Data Cost ($341.91 per month x 12)

    $4,102.92

Five-year extended warranty (includes hardware, parts and labor) and Hosting

 $104,975.00

TOTAL COST

$463,154.85

 

The five year extended warranty and hosting cost ($104,975) includes a lump sum, early pay discount, in the amount of $15,925. 

 

Vetted Security Solutions, LLC is the only fully authorized and certified Vigilant Solutions partner in Palm Beach County, with extensive experience in installing, servicing and supporting Vigilant Solutions fixed ALPR deployments throughout the State of Florida.  In addition, Vetted Security Solutions is currently registered to manage/handle the Palm Beach County Sherriff’s Office account.

(2)                     

Approval of Resolution No. R2018-34 amending the governmental capital budget for fiscal year 2017/2018, by committing monies from prior year law enforcement trust funds (LETF), to capital expense, for the purchase of an automated license plate reader system; and providing an effective date.

 

Staff recommends awarding a contract to Vetted Security Solutions, LLC for the purchase, delivery and installation maintenance, warranty, and hosting of a Vigilant automated license plate reader system, at a cost of $463,154.85; and (2) approval of Resolution No. R2018-34 amending the governmental capital budget for fiscal year 2017/2018, by committing monies from prior year law enforcement trust funds (LETF), to capital expense, for the purchase of an automated license plate reader system; and providing an effective date.

 

BUDGET AMENDMENT REQUIRED:                     YES

 

PUBLIC HEARING:                     NO                      QUASI-JUDICIAL:                      

 

FIRST READING:                                            SECOND READING:                      

 

LEGAL SUFFICIENCY:                     YES 

 

FISCAL IMPACT:                     The total project cost of the ALPR, including the additional five-year extended warranty and hosting, is $463,154.85.  The Village currently has an LETF fund balance of $362,578 and $100,576.85 is budgeted in IT for the five year extended warranty and hosting cost.

 

WELLINGTON FUNDAMENTAL:                     Responsive Government

 

RECOMMENDATION:                     1) Authorization to award a contract to Vetted Security Solutions, LLC for the purchase, delivery and installation maintenance, warranty, and hosting of a Vigilant automated license plate reader system, at a cost of $463,154.85; and 2) Approval of Resolution No. R2018-34 amending the governmental capital budget for fiscal year 2017/2018, by committing monies from prior year law enforcement trust funds (LETF), to capital expense, for the purchase of an automated license plate reader system; and providing an effective date.