SR 10-11-2022 5C
City Council
Report
City Council Meeting: October 11, 2022
Agenda Item: 5.C
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To: Mayor and City Council
From: Ramon Batista, Police Chief, Police Department
Subject: Award Bid and Enter into Agreement with Vigilant Solutions, LLC.
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4423, in part, to Vigilant Solutions, LLC., a subsidiary of Motorola
Solutions, Inc., to expand the ALPR (Automatic License Plate Recognition)
capabilities of the Santa Monica Police Department and to provide enhanced
critical infrastructure protection to the area of the Santa Monica Pier and
Downtown area.
2. Authorize the City Manager to negotiate and execute a contract with Vigilant
Solutions, LLC., a subsidiary of Motorola Solutions, Inc., for the ALPR expansion
project in an amount not to exceed $291,432. This sum includes the purchase of
ALPR cameras and all equipment and 3 years of service, with future year funding
contingent on Council budget approval.
3. Award Bid #4423, in part, to Fortel Traffic to expand the ALPR (Automatic
License Plate Recognition) capabilities of the Santa Monica Police Department
and to provide enhanced critical infrastructure protection to the area of the Santa
Monica Pier and Downtown area.
4. Authorize the City Manager to negotiate and execute a purchase order with
Fortel Traffic for the purchase of four digital message board trailers and related
equipment in an amount not to exceed $79,600.
Summary
Automatic License Plate Recognition (ALPR) is a proven and reliable technology utilized
by law enforcement for over five decades. The Santa Monica Police Department
(SMPD) has piloted this technology since 2018 in a variety of formats. Based on
practical experience, SMPD found the technology beneficial in multiple arenas of its
operations. Staff seeks approval to expand the department’s current limited ALPR
capabilities to 25 portable ALPR cameras and four message board trailers equipped
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with ALPR devices. Both the ALPR cameras and trailers will be solar powered. The
combination of the 29 devices will be utilized to create an adaptive safety network of
ALPR technology focusing on the Downtown and Pier areas. Funding for these new
devices was previously secured by way of the 2020 UASI Grant Award. The total grant
awarded to the department was $376,423 and for the expressed purpose of expanding
ALPR capabilities. Council’s approval of the expenditure would allow the Police
Department to spend $291,432 of the awarded grant total on the cameras and $79,600
of the total on the message board trailers.
Discussion
ALPR technology was first introduced in Europe in the early 1970s. As the technology
rapidly improved it expanded to law enforcement in the United States. In fact, the
widespread deployment of both fixed and mobile ALPR devices has become almost
ubiquitous in the western law enforcement community. Coupled with advancements in
computer software analytics, wireless communication and centralized database
infrastructures, ALPR technology has revolutionized how law enforcement operates
much in the same vein as forensic science, DNA analysis, and fingerprint collection.
ALPR is embraced as a force multiplier allowing agencies to efficiently utilize their
existing and finite resources. With limited human intervention, this technology allows for
the capture of license plates as well as other identifying features of a vehicle. This data
can then be leveraged to detect crimes, identify threats, and record events of interest.
The technology can automatically generate and distribute alerts regarding this
information. This near real time flow of intelligence allows patrol officers in the field to
act quickly and make informed decisions to promote both public and officer safety. In
addition, criminal investigators can use centralized data collection, combined with
sophisticated search tools, to conduct retrospective searches, analysis, and movement
tracking related to different investigations.
Due to the versatility of ALPR devices, law enforcement has experienced great success
with the technology. Not only can ALPRs be deployed to address traffic concerns and
enforcement, but it can be employed as a crime deterrent or can alert officers to crimes
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in progress. It also can assist in locating missing persons, Amber Alerts, Silver Alerts,
or kidnappings. Additionally, the devices can be of value to the investigation of violent
or serious crimes both in identifying criminals and exonerating the innocent. ALPRs
are part of a regional safety model and are used by nearly all law enforcement agencies
regionally and throughout the state.
The Santa Monica Police Department began taking advantage of the numerous benefits
of ALPR technology in 2018. That year, the department first contracted with Vigilant
Solutions purchasing three ALPR cameras systems and outfitting the devices on three
patrol vehicles. SMPD contracted with Vigilant as an exception to the competitive
bidding process because Vigilant was the only ALPR company who was able to comply
with a new California law requiring an audit trail of all ALPR queries (CA Civil Code
Section: 1798.90.52). In 2019, due to the usefulness of the first three devices, an
additional four patrol vehicles were outfitted with ALPR systems.
By the Department having the devices, it gathered empirical evidence of how the
technology could enhance public safety. The devices aided in locating stolen vehicles,
apprehending violent suspects, and proved vital to the construction of several criminal
cases. This practical experience also allowed the Department to identify and embrace
best practices, which led to Santa Monica Police Policy 429, which governs the
Department’s use of ALPR technology. Currently, all Department personnel who
access ALPR data must first complete mandated training and may not access data
without specific Department authorization. All data currently collected by existing ALPR
technology is closely safeguarded by both procedural and technological means. ALPR
data downloaded to department mobile or fixed workstations is accessible only through
a login/password-protected system. The system is capable of documenting all access
of information by name, date, and time. ALPR data is only to be accessed and used for
express law enforcement purposes and investigations. Department policy requires that
a monthly audit of ALPR use be performed. The Department does not distribute or
share ALPR data with federal agencies such as ICE or the Department of Homeland
Security. The Department designed its policy to balance concerns of privacy protection
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with SMPD’s functional need for having access to a valuable law enforcement and
criminal investigation tool.
SMPD, bolstered by the successes of the ALPR technology, sought to further expand
the department’s ALPR capacity. With the objective of being fiscally prudent, the
department proactively explored options to fund the technology. The Urban Areas
Security Initiative (UASI) grant program was one such option. In 2020, the Santa
Monica Police department applied for the UASI grant for the purpose of expanding
ALPR capabilities to safeguard the Santa Monica Pier and Downtown area. The
department was officially awarded the UASI grant in 2021 for two projects. The sum of
$376,423 was allocated towards the ALPR project.
In the proceeding months, staff explored different options and conducted an analysis of
ALPR deployment within the Downtown proper and Pier areas. The objective was to
design a combination of portal cameras and movable message board trailers to
effectively create a network of ALPR devices that was both adaptive and flexible. Any
network designed was required to consider present and future needs of the department.
SMPD issued a Request for Bids to provide the ALPR technology and determined
Vigilant Solutions provided the best portal ALPR cameras and Fortel Traffic provided
the best digital message board trailers. See below for photos.
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Vendor Selection
Bidder Recommendation
Best Bidder Vigilant Solutions, Motorola.
Evaluation Criteria
Experience and Technical Competence: firm’s previous projects of
comparable complexity, scale, and nature; training and previous
expertise in the area of work required, public entity projects. Ability to
meet project work and timeliness, highly qualified staff, efficiency and
timeliness in completion of projects. Quality Control, Cost of
Services/Cost Control: performance within budget allocations, prudent
auditing practices, management and clear and constant
communication with City staff are essential to the success of this
project; Stability and References, Value Add/Breadth of Service.
Municipal Code SMMC 2.24.180
Submittals Received
EyeP Solutions, Inc $163,878.58 unknown 2nd and 3rd year cost
$85,316.85 for trailers
Flock Safety $232,250.00 three-year cost
No trailer bid submitted
Vigilant Solutions,
Motorola
$291,431.56 three-year cost
$72,000 for trailers
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Fortel Electric $170,175.00 unknown 2nd and 3rd year cost
$67,600 for tailers
Fortel Traffic $170,175.00 unknown 2nd and 3rd year cost
$79,600 for trailers
Bid Data
Date Posted Posted On Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
5/5/2022 City's Online
Bidding Site
Santa Monica Daily
Press
32 5/25/2022
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Best Bidder Justification
Based on the evaluation criteria and criteria in SMMC 2.24.180 staff recommends
awarding the bid to Vigilant Solutions, LLC/Motorola for ALPR services and Fortel
Traffic for digital message board signs. At face value, Vigilant Solutions, LLC Motorola
appear to have the most expensive ALPR camera out of the received bids. However,
the subsequent subscription costs with the other bidders offset this cost. Additionally,
Motorola’s experience with law enforcement and the specifications listed on the camera
make it the best quality and overall product out of the five bidders. The Vigilant
Solutions LEARN application is already being used within SMPD, saving significant city
staff time and requiring no additional work from the Information Systems Department.
Nearly all surrounding agencies and joint state task forces such as L.A. Impact also use
the Vigilant Solutions application with no issues and plenty of success. This application
is known to be user friendly and proven to solve crimes. We have the option to have
access to all agencies in our region that are on the same database at no additional
cost. The application allows for alerts that can be placed on vehicles and investigators
would get notifications in a timely manner, additionally the system is connected to
National Crime Information Center (NCIC) and meets all the state and county security
requirements regarding confidential information. The cameras are a solar powered with
a hardwire option. The mounting kits can be purchased outright, and the system has
proven to be portable by the end user and effective. This bid offers numerous
advantages to include the system application, the ALPR cameras can record multiple
lanes and speeds of up to 75 mph, the cameras are both solar powered or hardwired
(AC/DC), the ALPR system can also run over Verizon SIM cards or AT&T FirstNet.
The system also comes with Vigilant Plate search software and analytics. User groups
can be assigned, and the system can be audited. Alerts can be sent via text, e-mail,
MDC, iOS alerts, or Window alerts. The software updates are automatic, the system
comes with a one-year warranty and an option to purchase up to five years.
Additionally, it is the only system that can also operate as a pole camera and allows for
the end user to relocate the camera easily and rapidly depending on the needs of the
investigation. This will synchronize instantly with our existing database.
Fortel Traffic provided the most capable trailer system. In addition to the digital
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Past Council Actions
Meeting Date Description
05/11/21
(attachment A)
Council authorizes acceptance of the 2020 Urban Area
Security Initiative (UASI) Grant Funds.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Miscellaneous Grants Fund to award a
contract with Vigilant Solutions, LLC Motorola for a cost of $291,432 for all ALPR
equipment and 3 years of service, and to award a purchase order with Fortel Traffic for
a cost of $79,600 for digital message board trailers and related equipment.
message board and being solar powered, the trailer system comes with a Rekor Edge
ALPR camera, traffic data acquisition, automated reporting for traffic studies, and
simple programing. Included in the cost is data for one year and training.
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At the end of the three years, the department will own the cameras and the yearly
cost for device licensing, unlimited cellular data, and database storage and
integration will be $31,250 per year. These annual costs will be absorbed by the
Department’s Operating Budget.
Future year funding is contingent on Council budget approval.
Vigilant Solutions, LLC Motorola Contract Request – ALPR
FY 2022-23 Budget
Request Amount
Department Account # Total Contract Amount
$291,432 20180001.55518E $291,432
Fortel Traffic Purchase Order Request – Trailers
FY 2022-23 Budget
Request Amount
Department Account # Total Contract Amount
$79,600 20180001.55518E $79,600
Prepared By: Jose Arroyo, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. May 11, 2021 Staff Report
B. Oaks Disclosure Form - Vigilant
C. Oaks Disclosure Form - Fortel Traffic
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CITY OF SANTA MONICA
OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public official from receiving, and a person or entity from conferring, specified
personal benefits or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists for persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
information must be updated and supplied every 12 months.
5.C.b
Packet Pg. 97 Attachment: Oaks Disclosure Form - Vigilant (5357 : Award Automated License Plate Recognition Project)
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any 12-month period;
2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3.Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4.Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5.Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
Vigilant Solutions, LLC
Shawn Smith
None
5.C.b
Packet Pg. 98 Attachment: Oaks Disclosure Form - Vigilant (5357 : Award Automated License Plate Recognition Project)
5.C.cPacket Pg. 99Attachment: Oaks Disclosure Form - Fortel Traffic (5357 : Award Automated License Plate Recognition Project)
5.C.cPacket Pg. 100Attachment: Oaks Disclosure Form - Fortel Traffic (5357 : Award Automated License Plate Recognition Project)