HomeMy WebLinkAbout08/19/2014 08 Sole Source Purchase of Eight Vigilant Solutions Mobile License Plate Reader SystemsBUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 8.
For Meeting of: August 19, 2014
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ITEM TITLE: Resolution authorizing Sole Source Purchase of eight (8)
Vigilant Solutions Mobile License Plate Reader Systems
SUBMITTED BY: Captain Jeff Schneider
SUMMARY EXPLANATION:
The Yakima Police Department intends to purchase and install 8 mobile license plate reader
systems in existing patrol vehicles to assist in reducing and investigating auto theft. Several
systems were researched and the Vigilant Solutions system best fit the needs of the department
in regard to data sharing options, operational costs, and system reliability.
Resolution: X Ordinance:
Other (Specify):
Contract: Contract Term:
Start Date: End Date:
Item Budgeted: Yes Amount: $164,247
Funding Source/Fiscal
Impact:
Strategic Priority: Public Safety
Police Capital budget
Insurance Required? No
Mail to:
Phone:
APPROVED FOR
SUBMITTAL:
RECOMMENDATION:
City Manager
Staff recommends the approval of this sole source request.
ATTACHMENTS:
Description
Resolution - Vigilant Solutions
Sole Source Justification - Vigilant Solutions
Upload Date
71212014
71212014
Type
Reso utlion
Bacup IM ate HI a II
RESOLUTION NO. R -2014-
A RESOLUTION authorizing the sole source and purchase of eight (8) Vigilant Solutions
Mobile License Plate Reader system
WHEREAS, Article VI, Section 6 of the City of Yakima Charter and the Yakima Municipal
Code Chapter 1.80 generally require that purchases in excess of $25,000 be done by
competitive bid, subject to certain exceptions; and
WHEREAS, the law recognizes a "sole source purchase" exception from bidding
requirements, when due to the uniqueness of the product to be purchased and the fact there is
only one source for the product, it would be futile to utilize competitive bidding; and
WHEREAS, the Yakima Police Department has a need to collect license plate data for
various investigative needs; and
WHEREAS, Police staff have researched and determined that the Vigilant Solutions
system best suits the needs of the Police Department; and
WHEREAS, Vigilant Solutions best serves the Yakima Police Department's needs for
data sharing; and
WHEREAS, the Yakima City Council finds it to be in the best interest of the City to
authorize the purchase of eight (8) Vigilant Solutions Mobile License Plate Reader systems as a
sole source purchase without calling for bids; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager of the City of Yakima is hereby authorized to purchase eight (8)
Vigilant Solutions Mobile License Plate Reader systems as a sole source purchase without
calling for bids.
ADOPTED BY THE CITY COUNCIL this 19s1 day of August, 2014.
Micah Cawley, Mayor
ATTEST:
Sonya Claar-Tee, City Clerk
11L
Your Name: Michael Heine
Your Phone: 575-6172
SH,R,VT/CE
'110702444Ci
Y akima/Yakirna County
41liSTIFICATIO2N.lirevised Ma.
Requested Vendor: Datec Inc.. 1 for Vigilant Solutions
Vendor's Address: 364 ltipland Dr Seattle„WA 98188
Vendor Contact Name: Bob Stein
g 2011
Roltce/Ad.ministration.
Your Department/Division:
Requisition Number:
Cost Estimate (including TAX): S164,247.60
bstEii1datEcinc.nt
Vendor E -Mail & Website: www.datechic.net
Vendor Phone: 1-800,525-9905
1. What are you purchasing? Describe the product, service or system. Attach ail
information (Quotes, etc):
8 Vigilant Solutions, Automated License Plato Reader (L PR) !Systems, Inducting hardwareisoftware server
riiitiiince t hdn0 and storage for five years,
2. Is this product/service ,available only through one vendor?NO [ij YES
If yes, attach documentation that supports the screening process you performed to confirm,
(e.g. Internet Screenshots„.etc.)
3. is this a one-time purchase? L] No
—urdess we decide to acid additional [units in the future,
MI YES If NO, explain„
4. What efforts were made to assure the City/County is receiving the lowest or best price
possible? Describe
See .altached Memo dated March 20, 2014 by Milchael Henne, 1completed e (..,:ornparisori k.md study of four drfferent
iprovkiers of similar services.,
5. ARE FEDERAL FUNDS BEING USEi? NO r YES
If Federal Isunds are being
holLIST also be aillachfl
ed,,,
usag,, it Cost Price Ainalyttis rictr. requetlieng Sole Soeirce
6. —efow are eligible reasons for .sole. source. Check all boxes below that apply to your
sole source situation and attach any useful documents to justify the sole source. List
who you contacted, what they said an ' how you verified their accuracy.
Compatibility to existing .City/County standard or to existing, equipment, inventory,
systems, dat,,, programs or service. Describe, List efforts to fi d other sources (attach
documentation, e.g. Internet Screenshots„ etc.),
I Patented product. Attach documentation to confirm propriety (patent letter, etc.), .
[7,1 Only authorize. Service Provider, Repair and/or Warranty Services Attach proof in
writing from the MANUFACTURER (not the vendor) confirming there is only one dealer
authorized to sell/service in our area, ls written certification attached? I 1NC) 1 YES
11 Unique design: Requires unique features that are essential, aesthetic requirements, or not
practical to match to existing design or equipment Describe.
I conipared and evaluated our different LPR componlos„ COBAN and PIPS. 1 found it iiat only Vigilant
rnet 4)Ur ;leads for data si r inq. Wildr Vigilant we are able ;n,Hro data with all other a9enciles in theft network„
Delivery Date: Only one supplier can rneet required delivery date: Describe why the
delivery date is critical a d list efforts to find other suppliers to meet the delivery date.
Special Market conditions: Can be used to purchase items at auction (RCW 39.30.045) or
other iterns that are loffered at a very 'favorable price and will be sold before and entity will
have a chance to complete tile bidding process (end. a flood is coming and you must obtain
sandbags immediately),, or only one supplier can meet required delivery ,date (describe why
the delivery date is critical and list efforts to find other suppliers to meet the delivery date).
;I] Other: Please describe:
STATEMENT OF NEE[)
My division's recommendation for sole source is based upon an objective review of
the good/service being required and appears to be in the best interest of the
City/County. I know of no conflict of interest on my part or personal involvement in
any way with this request. „'o gratuities., favor, or co :promising action have taken.
place. Neither h s my personal famitiarity with particular 'brands, types of
equipment, materials or firms been a, deciding influence on my request to sole
source thispurchase when there are other known suppliers to exist.
../"/
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„96
Signat Or
Signature of Depart:I11e1ft liead
["'',ecornrnenctatiort of app
•••• •
val by Purcbasi -g Mgr„
Appro el by Executive
ete tiottot ft to
"®I 1/ •
Date6; tJL
Date
and lonsisi to
chasing.
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•(:))"' Ytick11714.1
olice•
Riz.zi (7.11ii4IF of" Po rite
12)orninic
of Pol.
lcuc,.4885
Sergeant/ ll:'atro1.
.200 S. 3'1 Street
Yakinta„ washinaton 9890
Teleplvarke. (509) 575-6200 f),,tx (50.9) 575-6,007
ora
dum
March 2), 2014
ubject: License .Plate Readers (EPR)
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After a .very thorough researcIi.. and testing period 1 nrn finally ready to make a
reconitmendationlr a license pltne reader system, I evaluated IlllIDRAN Technologies,
Viginl Solution.s, .Mobile Vistait .and th.e PIPS 1 stents„ 1 reetintinenal the
pii.relvase of the Vigilant Soltions mohilc l R systion. Villa gives Vigilant an ad:van:tape
over the either systems is flocind in the: ability to access data (license plate reads) from other
agencies aural civilian sources across the country. Datathat is eariturtxl on every system,
that I researched incitt.derlthe lieen.sc plate nuttiber, partial pho o o1 the car„ date and time of
the read arid the GPS location .w.here wtts read,„
Vigilant stores all data 00 their secured storage netviank, it sa.ecessiblc 2.4-7 ,,.1.11(..1 (lowilld
.access ts done via a secure internet connection. Ill.)ur agency .inakes the decision on .who
we share our data. with. 'The data can be accessed by all, none or only selectedagencies
across the country. Thc system lat.is a secure and redundant backup storage Facility with 24
IRno technical u ppuo 1 liis al.leviates cni litl to buy and nlaintain servers of our o‘vii..
Vigilant's system is being used by imajcir Inetropolitan areas amiss the United Stales:,
particularly i.n (Illatillminia, According to Vigitant, their ILPR products irc curerttly being used
by 2200 LE :agencies vVith 26,000 1 PR systems in use. They' most recently signed i ermaract
with the (llatilbrilia. 11 ighwa)1 'Patrol .andare in the process of installing 24Ilt LPR si,..ylrstems
patrol cars, ill)ther agencies tising hc Viil aol stem include: San. 11)iego, ()range, San.
13ema1ino and 1 is Angeles Sheriffs offices„ .Califbrnia 'Frarisit and San Diego PD
aisc) 'use their systems,: Clloser to home, Bellevue rind. liIiiisborottgh (I)Tel:Ion use their
system„
specifically mention the Southern (,%tlitOrnia.ageneies since kve Itave a direct corridor to
Mexico, dirottgh Itinagine the value In being able to enter a suspect's license plate
into 'Vigilant ti,) assist in locating .wanteci subieets .k1/114:), we 'believe are '.fleeing toMexico„
al.so thnik this could lac a v.,r,iluable tool for ('..Inag trafficking investigations„ Cars suspected nf
It)eing used for trafficking could he entered into the system itrid the toyestigater would reeelive:
an IE-triai.1 V'ery tirrie that iveliticlels license plateva..s react, hirn the reCorded
information..
Vigilant: started their T,PR systems in the civilian market. They currently have ei.vidians
patrolting. the residential strects at: night recording all license plates they come in contact
wilh„ This mIrii ition s "used in th.e eivilian. realnit Ir the pipe of iiepossessin.g eilrs for
bktit llor ii extra. 1..'c, laity enforcement agerici.es are given access to all of this data. as "'icon_
ViOla.rit. is offering YT) one. year ,of free private data access., "I:he 'bid includes fl ears of
itecesis to all of 'their law. enfOrceinentreads and one year f1hia civilian read ilecess„,
Betioteen. the taw, entOrcernent wd ei iiiii units Vigilant is collecting over 79 r fflo rils
per month! What is iinnortant. .to note about tile civilian. side of their business is that the
civilian data is stored completely separate (lin another state) fixim the law enfOrcinrient
I.:hider no circumstances is the" law rcement data accessible to the civilian market,
&nt1icr fe 2.1.tt.rr e t hat V i pro vi d QS is tile a Hiliy to parcha se a sin art phone ,appli call on
"Clar Detector Niobile Companion”, This application allows ll:11Android or I -phone
with as \vnrki ni cii n era. to 'becotri e i lia.ntl he d i1 I. think that this couldbe 111 at .maj ar
incidnts. An. officer with this app cotdd 1k arountl.'41nd capture da.4.1...(..)f all ears parked in.
the area il the tinte,
We tested. (.7(T)BA.N and 'Viiilants system in our city.. COTIAN's eanieras prtwedto bc too
unreliable and xere in constantneed or tidiustnient. What I Inunel is that the cameras read.
the license plat.es with. infrared. light 1.1(rovid.ed. by stnall bulbs. located. ;..,.,i.rourt.d the camera.
lenses_ 'The success of th.e earnertis is. directly related. 10 tI1L flL nhii ind quality of the bulbs
usedin the in"frared systent. COB.NN hadinferior cancra s and fewer bulbs cornpared. to th.c
oth.ers SlLdie(1. 1 eliminated them frornconsideration. lairl.,!". quickly du.t.'ing the testing stae.
1 refused 1„.o provide a test sysl em. to try at rat.r. PD. 'When. questioned. about referen.ccs tr
other agencies "using their system I ixtis told 1,:hat there were "some a.gencies.i n fexa.S" but I
was never as listor itgeocies to checkreference. even though. 1 requested. one on two
separate cccisoiis. I.401,,ve,ver 1wa.stoid thatthey are slgning a contract to install camera.s at
11,...) sn eyw ori d.
L3's data collectkm fleataresan i1 isollitirare appeared to be very simitar to Vi.gilanils. From
dento it „appears ,as, if th.eir software may be a 'little easier to use lint sin.ce we did :not get
to test it.. I am unsure of thai.. "lite rnajor difference between the two sNsterns was ifl data.
stora.ge.1 3 dt.)es riot store .agency Lhutd It requires in-house storage b each agency... "1.11.ere
is, no clirec1. sharing of data between aericies unless Illey are ()ti our .serNie.i.1°... ...111.e. positive, to,
this k th.atthere is no risk (.)Ir outsidc. containinationor access,
Nrigilarit.states there trace been no recorded instances of (tut:side contam„ination or tampering,
to this .1c:tate, .and 11 tflatthe chances of this happening are very Mira if not impossible.
Because we wt.:gildhe working ocr of an Internet )ased systern all Vigilant software updates
arc done on their end .for 1111,1,...tdded costs. I..,3 requires .a service ,agreentent at an extra $45'0..00
per year :for ittind.a.tes„.
COSTS
that ;at a nal.n.inatina. Nye shotild assign. one 1 PR ;vs1em to each patrol squada.ndone
circ gang unit for a total of leii. systerns, 1 undernstandthat. the city" has set .aside a .specific
arnount of rao.rgiy for the„ purella.se of .these systems, My tinderstandirtg is $ 135;000. 1
suggest that pgie .use that t.".tioney as a down payment. towards a 5 year lease .ilgreetnerit,, "file
lease agreenten.t has St buyottt at the end of the 11‘,"c years, 7.17.hiis allt:»Ys usl IntreIlase rnore
units up front .11 crw.,:tas the .mitiority of the expense and all.ows us to tritak.e monthly. (Jr amnia!
paytilents to cover the rest.
is a less expensive option, The reason is less expensive is.. becane of the data slraring
IS and account rnamigentent. provid.ed by Whiehl„,3 does no provide, ,As part. of
Vigilant's hid they .a.re throwing in ane year of eivilitin data. aceess and five years of account
management tin.d access. A.„:11er the lirst year i.t would cost the city anotherS2400,00 per year
to continue vdt.11. that service. .A.lso„ aller the Ilive years has expired the management fee of
our ic nl nd the access to other agency reads ',Alt.:mild cost an additional $3600 per year.. It'
we electto pay cash fitr the units we yvintid be tittle to purchase 8 1.3 units for ...137..283,82
compared to 6 syste.m.s .for $1.,36764,80:
6: tants: $1.36,764..80 'N/A.
8 units: S164,247,60 37,212
10 units:: $194,803,28 S169,224.,.84
V1icn 1,was a.ssigned to this project. frad. absolo.tely rro experience,. training or. knovdedge
about LII(s other than that they could I -cad license plates and notify tiH i0i 1a. ear was
slolen h1 1 ha.ve learned is [hal LIIRs are a mach better investigative toot than. I would
have ever imagined. "Illircugh. my research 1 teamed. that there is a ri ach. greate.r. value in the
cojicetion of d.atadocumentedby patrol vehicles operating ai 1 PR systetn. for later
investigative .1:int:poses, ,l,:lbvionsly ,it he good 1.001 :41 {Air 0ght1.:t.11ainst guitar thfts as
wefl
1 believe the greatest it,..tecesses will be, lottridi n the stored. da.ta, ,More Ittins on the street"
means rnne leaLis and date.. to search,. This is ilw 1 feel that: the Viglia.nt system is much
otore usefill than the 13 system'1 ]ic access to the n.tillion.s of 'Nligilnt's 1...„PR reads ifinoni
oilier agencies will pay. off 111 the 1eng run. .:1.111" 05serltially gives us thottsrincis of' at our
d spo sal ,
Respectin 11 y,
Apprved:
Hr-
se,goant
P....jeutenant..Patrot
Ciaptain Patrol Division
oI
Sr r15 u1 rJsiL.. Hcnne
MEM
IIINENNI8110(11111
SOLE SOURCE POINTS FOR VIGILANT SOLUTIONS
cti g 0 fficers,
d Com; uniti s
• Vigilant Solutions awns and manages the single largest license plate recognition (LPR) data sharing
inifiative, known as the National Vehicle ILocation Service (NVLS). NVLS consists of over 1,5 billion
LPR scans, and is growing at a rate of 6040 million monthly, This extensive LPR, data set provides.
intangible value from an investigative perspective,
▪ Vigilant Solutions offers a centralized hosted LPR offering eliminating any requirements of server
hardware, database expo ise„ and software maintenance from the Agency. This hosted offering is.
made available by Vigilant in a secure data center with full backup and redundancy. This service
from Vigilant provides data storage, database optimization, and software updates.
Vigilant Solutions offers an exclusive 'feature known as Stakeout allowing for multiple points of interest
to be defined on a map, with corresponding geo-zones and times/dates, for the locative. of "common
plates" that are see in more than one of the locations, of interest This feature allows for
investigations into pattern crimes (robberies„ burglaries, sex offenses, etc) for generating Ileads into
the identification of serial offe ders and the identification of associated members of organized criminal
enterptises.
Vigilant Solutions offers an exclusive analytic known as Associate Analysis, Associate Analysis,
allows for a know plate to be analyzed! for possible "associates,'' or other license plates that are
commonly seen at the same times and locations of the suspect.. This can be useful in determining a
suspect's possible associates, and also in analyzing a victim's plate to determine a pattern of
premeditation or stalking,
• Vigilant .Solutions offers an exclusive smartphone application known as the °bile Companion,
Available for both iPhone and Android devices, the Mobile Companion allows for an agency user to
capture license plate images for checking against agency hothsts, perform queries against collected
data, and receive alerts on their smart phone, This is ideal for special events, bike rallies, and o icers
on foot patrol
• Vigilant SolutionsMobile LPR solutions. won the ''CI -IP shoot-out" last year in which multiple LP
vendors were evaluated on many criteria.,
• IVigile.t Solutions is the only vendor to provide the ability to administer software updates to field -
installed mobile Um'l systems directly from the back-office, Software updates from Vigilant are made
available to Agency Managers in LEARN, and can then be pushed out to vehicles in the field via
sta dard LEARN server -to -vehicle communications, This feature saves time for the Agency in
admIinistering field software updates.
• Vigilant Solutions is the only vendor to offer a wiring harness meeting the Society for Automotive
Engineers, SAE J.....1128 'Standard 'for In -Car Wiring Harnesses", The wiring harness consists vot fire
rated/retarded materials, including a "shut -o switch, Power Conditioner to protect. electro its against
varyin,v vehicle voltages), and inline fuse panel,
▪ Vigilant Solutions is the only LPR vendor that offers mobile LPR system using a Digital Signal
Processor (DSP), This is important to the Agency because a DSP unit is a solid-state device that
contains no moving parts including the processor, motherlbo rd, or memory. The SP is designed for
ruggedized mobile conditions and is resistant to failure due to shock and other adverse conditions
commonly seen in a patrol vehicle.
Vigilant Solutions offers an exclusive feature known as the Mapping Alert Service (MAS), MAS
enables the Agency to leverage the data sharing initiative of NVLS to match ALL available LPR data
against Agency hotlists and provide "hits"' on a map interface with agency -customizable icons. This
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can be used both to locate, vehi'c[es of interest, and also to visualize crimin,M "hot-spots" for predictive
po kcing eff art ,
ViOlant Soluti�ons, offers an exclus[ve, feature, in its mobi[e I PR systern known as the IMobile Hit Hunter
(MM). Similar to i MAS,, MHH anables, the Agency to r-natch recent NIV'L,S data against the Agency
hotlists and distribute and resulting to MHH-equipped patrol vehicles that are within a two-mi1e
radius of the Suspect vehicle, This service greatly, enhances the eff iciency of officers on patrol.