Title
A Resolution accepting the recommendation of the Chief Procurement Officer for the purchase and installation of Closed Circuit TV (CCTV), Automatic License Plate Recognition (ALPR) equipment, and software and maintenance services from Safeware, Inc., under their contract with the U.S. Communities Government Purchasing Alliance, pursuant to Section 2-980, Cooperative Purchasing, of the Procurement Code; further authorizing the execution of a separate mandatory licensing and confidentiality agreement for the utilization of the Learn server data with subcontractor Vigilant Solutions, Inc., for the Automated License Plate Reader camera system for the combined contract amount of $1,314,187.22; authorizing miscellaneous project soft costs not to exceed $35,812.78; and authorizing an amendment to the Fiscal Year 2015-2016 Annual Budget to recognize as revenue a $350,000 transfer from Capital Improvement fund balance, and to appropriate such funds to increase the project budget from $1,000,000 to $1,350,000.
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The Police Department has determined CCTV and Automated License Plate Reader (ALPR) cameras serve as a deterrent to crime and can provide critical information in resolving crimes. Within the City of Coral Gables, the Police Department has identified several areas where the installation of CCTV and ALPR cameras will not only serve as a deterrent to crime but will also assist the Police staff in resolving crimes. The purpose of this contract is to install a Security Closed Circuit Television (CCTV) System that would provide the City of Coral Gables Police Department with 24 hour / 7 day per week surveillance at various safety sensitive locations throughout the city, in addition to providing invaluable archival data of up to thirty (30) days for investigative purposes.
As recommended by the Police Department, it is the intent of the Procurement Division to acquire the related equipment and related services for the installation of a CCTV and Automated License Plate Reader camera system and related components by using a contract from U.S. Communities with Safeware, Inc. U.S Communities is a public purchasing cooperative founded in 1996 as a partnership between the National Association of Counties, the National League of Cities and the United States Conference of Mayors. U.S. Communities has over 70,000 public and nonprofit sector participating agencies including the City of Coral Gables. Under Section 2-980, the City may participate in cooperative purchasing agreements for the procurement of any goods or services with one or more governmental units in accordance with an agreement entered into between the participants.
The U.S. Communities contract with Safeware, Inc. to provide Public Safety and Emergency Preparedness Equipment, and Related Services was competitively solicited by County of Fairfax, Virginia under their Contract No. 4400001839, which complies with the solicitation requirements contained within Section 2-978 of the Procurement Code. The Safeware contract has been widely used with approximately 200 Cities nationwide including several Florida cities to date purchasing products and services. The overall spend last year under this contract for all public and not-for-profit agencies was $40 million dollars. Although software for the CCTV and ALPR system is part of the Fairfax County Agreement, the software providers, Vigilant Solutions, Inc., and On-Net Surveillance Systems, Inc., also requires their own agreements be executed for licensing and services of their software products.
Under the proposed County of Fairfax contract through U.S. Communities, the pricing structure provided for the purchase of CCTV/ALPR system and related components will be a 41 % discount from Safeware’s list prices. However, as can be seen in the Safeware Proposal, the CCTV/ALPR Committee has obtained significantly better pricing from Safeware, Inc., than the COOP contract, for a contracted cost of $1,314,187.22. Miscellaneous project costs including historical fees, State and County fees, and independent Technical reviews are estimated not to exceed $35,812.78
The original funding requested for this project was $1 million. The CCTV/ALPR project team worked with the vendor over several weeks to reduce the scope in an attempt to get as close to this budget as possible without compromising the overall operational coverage of the system. It is the opinion of the project team that the scope described herein achieves the most appropriate balance between cost and operational capability.
Due to the revised scope and the inclusion of estimate project soft costs, an amendment to the Fiscal Year 2015-2016 annual budget is required to recognize as revenue a $350,000 transfer from the Capital Improvement fund balance, and to appropriate such funds to increase the project budget from $1,000,000 to $1,350,000.