Title:
Consider and take action on a resolution authorizing an updated and restated five (5) year agreement with Flock Group, Inc for the lease of seventy (70) Automated License Plate Reader cameras for an amount not to exceed $899,600 (Mayor Long and Council Member Mann)
Background:
Approval of this resolution will authorize the City Manager to execute an agreement (and any future agreements) with Flock Safety for the lease of Automated License Plate Reader (ALPR) cameras for a term of 60 months following the installation of equipment.
The current two-year agreement was approved for 42 cameras. This new five-year agreement will include the current 42, 20 additional arterial cameras (See “Arterial Flock Camera Locations” attachment) and 8 for the following park locations and lock in the $2,500 yearly rate per camera:
Chester L. Davis Sportsplex (3)
Lynn Gripon Park at Countryside (1)
Hometown Heroes Park (2)
Lobit Park (1)
Dr. Ned and Fay Dudney Nature Center (1)
The purpose of a new five (5) year agreement was to maintain the $2,500 per camera established in the initial agreement in comparison to the new cost of $3,000 per camera. By adding the 28 new cameras to the new agreement, the City will save $500 per camera for a total of $70,000 over the next five years.
The new agreement includes an annual reoccurring rate after Year 1 for $175,000 (5 year total: $875,000), and an additional $24,600 in one time installation fees for a total of $899,600.
ALPR cameras read the license plates of vehicles traveling on public roadways and automatically notifies local law enforcement when a vehicle or license plate has been reported stolen. The cameras document the location, date, and time when vehicles/license plates pass a camera. When investigating a crime, detectives can utilize this information to help determine which vehicles were in the area at the time a crime was committed. This helps investigators identify potential victims, suspects, and witnesses who could be instrumental to solving the case.
On 3/22/22, Captain Harold Lee provided Council with a presentation outlining the benefits and costs associated with implementing an ALPR system.
On 6/14/22, Council approved a resolution authorizing the submission of a grant proposal to the Texas Department of Motor Vehicles for the lease of an Automated License Plate Reader (ALPR) system.
On 6/17/22, the grant was approved and accepted for a maximum grant award amount of $20,000 which will help to supplement the overall costs of the cameras.
On 9/13/22, Council approved and adopted an ordinance funding the first year of the two-year contract with Flock Safety.
On October 10, 2023, City Council approved budget amendment Ordinance 2023-33 which allocated remaining COVID ARPA and TIRZ 2 funds into a new CIP fund for Fire Station 7. Part of the agenda item included the following:
“After funding Fire Station 7 expenses, remaining funds from TIRZ 2 or COVID ARPA, will be spent on the following based on priority as directed by City Council by separate action,
a. Up to $3M of the TIRZ 2 uncommitted balance to be allocated to completing underfunded road projects in the Capital Improvement Plan,
b. Grant program of $200K to fund installation of flock license plate reader cameras in neighborhoods as requested by HOA’s,
c. Replacement of approximately 200 public safety radios with any remaining TIRZ 2 uncommitted funds.”
CONTRACT ORIGINATION: Agreement has been reviewed by the City Attorney’s Office.
Attachments:
1. Data Sheet
2. Proposed Resolution
3. Exhibit A - Flock Master Services Agreement
4. Flock Sole Source Letter
5. Vendor Report Card
FUNDING
{X} On tonight’s agenda, a budget amendment is included for City Council’s consideration to establish $94,600 in funding for the additional cameras from the Fire Station 7 CIP fund. Funds will be transferred from the Fire Station 7 CIP fund to the General Fund - Police Department in the amount of $94,600 to fund the 28 additional cameras plus installation for FY2024. If approved, this will bring the total FY2024 funding for Flock cameras from $105,000 to $199,600. Future contract years will be funded through the annual budget process.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor # 3 Safe and Desirable Community