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Home My WebLink AboutStaff Report 3.B 6/17/2013 Agenda/Ite,vw#3 .3: ,c biett W - 7=4'-i?,- W X85$ DATE: June 17,2013 TO: Honorable Mayor-and Members of the City Council'through City Manager FROM: Patrick Williams, Police,Chief SUBJECT: Resolution to Approve rthe Purchase of Two Auto .Vu License Plate Readers from Sentry Control.Systems, in the Amount of$84,164:58 RECOMMENDATION ! It is recommended that the City-Council adopt'a Resolution'to Approve the Purchase of Two Auto-Vu License Plate Readersfrom Sentry Control Systems, in the.Amount of$84,164.58, and Authorize the City Manager,to.Execute all Purchase Related Documents. BACKGROUND The parking enforcement officers are currently under-the supervision of the Traffic Unit at the Police;Department. In 2005,'two Auto-Vu License Plate Reader systems were purchased for two parking,enforcement vehicles for$135,000.00. The License Plate Reader systems were purchased to increase parking enforcement efficiency and reduce possible long,term Workers' Compensation claims due to repetitive motion injuries. The,parking enforcement system is a mobile based system that integrates License Plate�Recognition image capture and.Global Y gt'_ Positioning (GPS)'technology-into one complete and accurate vehicle parking enforcement system. Identifying vehiclesifor time zone violations'requires marking the vehicles at designated time, then returning-to the vehicles after the expiration,of the limited time,and determining if there is a violation. The systems were deployed and were found to increase parking citation issuance, increase accuracy of those citations that were issued, decrease the number of citations that were voided by officer mistake, and reduce the number of repetitive motion claims by parking enforcement officers. In 2011, the system,began'to have software problems and was no longer,,supported.by the manufacturer because the equipment was outdated and unsupported. Over the past year, parking enforcement-officers have had to resort to enforcement by using chalk sticks which is inefficient. 'DISCUSSION The Police_Department,isproposing to purchase a parking,enforcement:system for two of the three parking enforcement vehicles. The third vehicle is not equipped with a License Plate Reader_system.,'The current system, purchased in 2005, has not been functional•for over a year because the equipment is outdated and no longer supported by the-manufacturer. The parking Agenda Review:i r\g.) City Attorney Finance Director City Manager enforcement systeimis`a mobile basedsystem that-integrates'License Plate Recognition image capture and-..Global.Positioning technology into one complete and accurate vehicle parking enforcement system. Use of the;system has resulted in an,increase in parking citation enforcement and has been instrumental in:reducing work-related injury claims. The purchase is proposed to be completed utilizing the sole source provisions of the Petaluma Municipal Code. Section 4.04.050 provides that"The procedures;set forth in Sections 4.04,080 and 4.04..090;may be dispensed with only when an emergency requires that an order be placed with the nearest available source+of supply, when the commodity can be obtained from only one vendor or when purchase is;pursuant to Section 4.04.100 The Genetec Auto Vu License Plate Reader system offers US patented equipment not;provided.by other similar equipment and is distributed by Sentry Control Systems,the sole regional distributer for this system. The City has existing Genetec AutoVu License Plate.Reade$equipnient in:place that will work with new replacement.License Plate.Readers, including existing wiring installed in two parking enforcement vehicles; computer mounts; and, wireless:control in.both the vehicles and offices for the License Plate Reader system: The'Genetec AutoVu-License=Plate Reader system offers equipment that we have used in the original equipment and features that are key to continued use, such as; • capturing of an;image:ofa parked vehicle at a:firstrobservationtime; • extracting an identifier of the parked vehicle from the image; • determining;a position of a predetermined measurement point at the first observation time; • storing a plurality of data records including a vehicle identifier,at observation time, and avehicle position;.and • comparing the observation time in the first data record to the observation time of the second data record The existing Genetee AutoVu;License Plate Reader equipment willwork;with new replacement License;Plate Reader equipment,°andthe presence of existing wiring, computer mounts and wireless control in both the vehicles.and,offices for the License Plate.Reader system allows continued use of valuable_system at a reduced replacement cost. FINANCIAL IMPACTS' Amid-year budget adjustment was approved by the City Council for this expenditure:in FY 2012/13. The cost;of the Auto-Vu License Plate Reader system from Sentry ControlSystems is $84,164.58. Sentry Control Systems has agreed to include $25,760.00 trade-in credit for our current equipment. The purchase price includes all ofitheaequipment, training and a one year warranty. This wilLbe paid,,with Council's approval of thislrequest, from:the Department's FY 2012/13.budget. Any extended warranty that may be.purclased in the future will be paid from the Police Department budget at that time. ATTACHMENTS, 1. Resolution 2. Sole Source Justification 3. Sentry Control SystemstQuote ATTACHMENT 1 RESOLUTION TO APPROVE THE PURCHASE OF TWO AUTO-VU LICENSE PL ATE READERS FROM SENTRY CONTROL SYSTEMS, IN"THE AMOUNT OF $84;164.58,AND AUTHORIZING THE CITY.MANAGER TO EXECUTE ALL PURCHASE RELATED DOCUMENTS. WHEREAS; the Cityof Petaluma currently has two parking enforcement vehicles that have outdated and unsupported License Plate Reading software; and WHEREAS, the primary function of the parking enforcement officers is to oversee the parking regulations o_n City streets and the parking garages, and'to monitor and enforce all Muni- Code violations that have occurred; and WHEREAS, staff researched,this technology and have used this technology previously and found that it increased accuracy, efficiencyy and the number of citations issued by parking enforcement officers; and WHEREAS, Petaluma Municipal Code Section 4:04.050 provides that "The procedures set forth in Sections 4.04.080`and 4:04.090 may be,dispensed with only when an emergency requires that an order be placed with the nearest,available source of supply, when the commodity can be obtained from only one vendor or when purchase is pursuant to Section 4.04.100"; and WHEREAS, the Police Department has utilized patent protected products and equipment from Genetec AutoVu License Plate Readers since 200%5; and WHEREAS,the Police Department is completely satisfied'with the performance of the equipment and use of such has resulted in efficiencies and limited work-related injury claims; and WHEREAS, the Police Departirierit has existing Genetec Auto,Vu.License Plate Reader equipment in place on existing department vehicles, including wiring, computer mounts and wireless,control that are all compatible with-the`proposed replacement and therefore:are a cost saving to the City; and, WHEREAS, the Genetec AutoVu-License Plate Reader system;offers the following patent protected,equipment; capturing,an image of a parked vehicle at a first observation time;, extracting an identifier of the parked vehicle from the image; determining a position of a, predetermined measurement point at the first observation time,'storing a plurality of data records, each data,record including-a vehicle identifier, an observation time, and a vehicle position; comparing the.observation'tiine€in'the first data record to the observation time of the second data record; and a database,coupled to the data processing system, the database storing a plurality of data records, each data record including a vehicle'identifier; and WHEREAS,.!Genetec AutoVu License Plate,Reader system is distributed by Sentry Control Systems in Van Nuys, California, and Sentry Control Systems is the sole regional distributor for this system. NOW, THEREFORE, BE-IT`RESOLVED, that,the City Council of the City of Petaluma does hereby approve the purchase of the,Auto-Vu License.Plate Reader-System from Sentry Control Systems in the amount<of$84,164.58 and authorizes the;City Manager to execute all purchase related documents. • ' 1 ATTACHMENT 2 CITY'OF'PETALUMA,CALIFORNIA PROCUREMENT , SOLE SOURCE-JUSTIFICATION _ I DA1'E: LB—t DEPARTMENT (IA CAL CONTACT V' t�Ur ) I bLEPHONE: x' O VENDOR: 3\--+'t1 ` `TELEPHONE: at) —.2L(CQ -66U Ss JUSTIFICATION (Initial'all entries=that apply) i_ Amount of does not exceed current dollar amount required'for formal bidding. 2 Vendor is the original equipment manufacturer;there are no regional distributors. a3 The parts%equipment are not interchangeable with similar parts of another manufacturer. 4 This is the only equipment that meets the specialized needs of the,department and performs the intended function. 5 petalled jusHficationis available which establishes beyond doubt that the Vendor in the only source practicably available to provide the items or service required. I recommend that competitive,procurement be:waived,,and"that the equipment and/or supplies on the attached Procurement Request be purchased as a Sole Source. Signed: t- ." i' Or"--) Date: 5 '2?1- � Requestor Approvals: y Date: 6 °"G 0 13 Purchasing Offiier: /,`,:�f _ Y --- ATTACHMENT 3 • •Investment Summary . . • c',d” "r-A-Qt p.-r rs4. p January.Oa; 2013 "P , aim,Eauf Quote'Valid for 30:Days Projett Name: city of Petaluma -Auto.Vu Parkin Operator: Account Name: City of Petaluma Property Manager: Proposal#: 004134 Building Owner:. 4.111°'2'..c.'"Cl.:.‘".4"..74452.11.4';'!...ilLIINO. INFORM.' IIN,FORMA. :120.N City of Petaluma City orPetatuma Police Department 969 Petaluma Blvd. N. Petaluma, CA 94952 Start bate: $42,082..29.00 4 Hours End'Date: Duration (Months): LIMITED,WARRANTY:—:;:p,• • Monthly Payment: Warranty on Labor (Mohtfis): 12 Time and Materials Warranty on Parts (Months)... 12 2, .1,a A 4?:""...". Total System investment: $84;164:58 ** Includes ICU "trade-in" credit of $25;760.00 Purchasing Agreement with Terms & Conditions: Installation includes mounting equipment listed o the attached equiPment,List. Sentry:will assemble and test the system and will yenfy that it operates properly Attachment A (Scope of ,Work)defines our respective responsibilities. Sentry will provide training up to the hours stated above.Additional training can be scheduled and will be provided at the rate of$950.00 per day The cost of required permits is not included in this prOposal. The deposit stated•abOveis,due6pOP acceptance of this proposal sal. You will billed Net 30 as equipment is delivered to Sentry withthe.balanceidue,Upcincompletion.:A cancellatiOir>orrestocRing charge '4(30%ma be assessed on cancelled orderi. Special order-iteifc may catry-tfsja'100%`canthilatiOnrrestocking fee Dasedaohifactofry return policies This proposal pesal is'coveTed'Ulceithe,califtiMia Mechanics Lien Las Warranty cramencesron.the date Sentry receives matehals from the,parirts supplier, SentrV's-unddrstailding'ii perfofnahl'etionO;is Not Required PricinglDoes Not include PLA—Union_LaboT Rates. Pricing Does,Not include Prevailing Wage Labor Rates. Invoices not withiii,ihe:ternis of-this proposal are subject to Service charges at the rate of;2.0%per,month. In the event outside medlationlisnecessary for the collection Of an unpaid invoice,the customEr is resPorisible for collection costs and reasonable attorneys fees. Warranty beginuaii substantialLcompleturrn. ""•;—i—‘" JIIIt4t Date: Acaeptecf-By: Andrew LaMothe alamothe@sentrycontroLcOrn Print Name: Sentry Approved By: Corporate HQ: 6611 Odesa.Ave, Van,Nuys CA, 91406 Phobe: (800)246-6662 Fax: (818) 786-2910 www:sentrytontrol.corn 4w Am Page 2 of 3 C�M1'J RA C M,fi, EQUIPMENTIIST r a ft7±1 K,."..r4" M:P ...v.. . ' v. .e. :.tom:`er .-i?° 4 AutoVu:SharpXMbbile LPR(C'ainera,Unit white 1 GenetecAutoVu Software warranty Basic SMA with a 4'year term 2 Genetec Panasonic toughbook CF19 Dual-Mode Notebook Complete Kit 2 Wheel Imaging!,System Installation for AutoVu Mobile City for Ivehicle 2 Installation services for Mobile Data;Computerand Mounting solution when,integr 2 Genetec AutoVu;Sharp*City-Overtime w/wheel Imaging Dual,Base-Kit 1 Genetec GSC AutoVu;StandardBase Package ii Genetec MapInfoiStreetPro;mapping data, per vehicle, one US county 1 Genetec Security Center. (GSC) BaseiPackage,5 1 corporate HQ: 6611 Odessa.Ave, Van'Nuys-CA, 91406 Phone: (800) 246-6662 Fax: (818) 786.2910 www.sentrycontrol.com I N-7 71Y Page 3 of 3 C+9h Sv.STC�MS SCOPE OF-WORK SE NTRY;RE5P0NS�IBLE,FOR:: !ye Poct ''' 244..°' - '! � s .� . !, c„ 1 All work to be completed during normal business hours'.and.overtime requested by customer is=not included. 2 Close-Out Package to be provided including Operator Manual. Operator Manual will be electronic documentation. 3 Final system testing and checkout. Alloperational testing. 4 All inclusive installation services,(travel and living-expenses included). Back Office and Operator training (train the trainer approach) max. of 3'pafticipants. Installation occurs during normal business hours. Corporate:HQ: 6611 Odessa Ave,Van.Nuys.CA, 91406 Phone: (800)'246-6662 Fax: (818) 786-2910 www.sentrycontrol.com