Report Prepared by: Matt Williams, Captain, Police Department
Title
SUBJECT: Acceptance of Fiscal Year 2017 State Homeland Security Grant Program Funds to Purchase Additional License Plate Reader Equipment; Waiver of the Competitive Bidding Requirement
REPORT IN BRIEF
Considers accepting Fiscal Year (FY) 2017 State Homeland Security Grant Program (SHSGP) funds in the amount of $48,000 to purchase additional automated license plate reader cameras with a request to waive the competitive bidding process.
RECOMMENDATION
City Council - Adopt a motion:
A. Accepting FY 2017 SHSGP grant funds and increasing revenue budget in the amount of $48,000; in account 001-1002-324-02-00 and,
B. Appropriating $48,000.00 to Machinery/Equipment expense account 001-1002-523-43-00; and,
C. Approving the use of pooled cash until reimbursement from the grant is received; and,
D. Waiving the competitive bidding requirements, as stated in Section 3.04.210 of the Merced Municipal Code, and authorizing the City to Sole Source purchase the requested license plate reader equipment and its installation through Lehr Auto for an amount not to exceed $55,505.19; and,
E. Authorizing the City Manager or Assistant City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to other than recommended by staff; or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Charter of the City of Merced, Section 200 - Powers.
Charter of the City of Merced, Section 405 - Powers Vested in the City Council.
Charter of the City of Merced, Section 1105 - Budget Appropriations.
Article III of Title 3, Chapter 3.04, of the Merced Municipal Code relating to purchases over twentynine thousand dollars; and Section 3.04.210, exemptions from competitive bidding.
CITY COUNCIL PRIORITIES
As it relates to Council priority for Public Safety.
DISCUSSION
The Merced County Office of Emergency Services (OES) has awarded funds through the FY2017 State Homeland Security Grant Program (SHSGP). The scope of the grant includes funding for emergency management equipment, Incident Command System training, law enforcement equipment, fire department equipment, and Health Department equipment. Within the parameters and requirements of the grant program, monies have been awarded by the Merced Big 5 Committee to the individual agencies and jurisdictions within the County.
On March 22, 2018, the City of Merced Police Department was awarded $48,000.00 of the FY 2017 SHSGP funds to purchase additional license plate reader cameras. The Merced Police Department has existing license plate reader cameras in operation and plans to purchase 5 more cameras with these grant funds. The purchase of the additional equipment will allow the department to expand its existing system, which has been a valuable asset not only to the Merced Police Department, but to other law enforcement agencies within the county. This system has been used by investigators to identify stolen vehicles and also to identify suspects in several types of felony crimes, including robbery, aggravated assault, grand theft, arson and homicide.
We are requesting approval to waive the competitive bidding process for this purchase. As was done with the initial purchase of license plate reader equipment, the purchase of the additional equipment will be made through Lehr Auto Electric, who is the authorized vendor for Vigilant Solutions, the company that developed the software and license plate reader equipment we currently utilize. By purchasing the equipment through Lehr, we will ensure that the new cameras will integrate with our existing system.
The total cost of the purchase, including installation will not exceed $55,505.19. The $48,000 in grant funding would cover the majority of the cost; however, $7,505.19 would come from the existing police department budget to supplement the purchase.
IMPACT ON CITY RESOURCES
The purchase of additional LPR cameras does not have an impact on city resources. The purchase will be made with the grant funding and money currently in the Police
Department’s Budget.
ATTACHMENTS
1. Quote from Lehr Auto