Title:
Title
Cooperative Purchase Agreement: License Plate Recognition Systems
End
FileID
File ID: 2018-01650
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion: 1) approving the use of the National Intergovernmental Purchasing Alliance (IPA) cooperative purchasing agreement with Panasonic (Contract No. 171725) for the purchase of two license plate recognition systems with installation by authorized reseller, Portable Computer Systems, Inc. dba PCS Mobile, in an amount not to exceed $106,365; and 2) authorizing the City Manager or the City Manager’s designee to execute the purchase specified above.
Contact: Alison Crandall, Program Specialist, (916) 808-1163; Mark Stevens, Fleet Manager, (916) 808-5869, Department of Public Works
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Agreement
Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division has a customer requirement to purchase two license plate recognition systems to be mounted on replacement vehicles for the Parking Services Division.
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.56.
Economic Impacts: None
Environmental Considerations: No environmental review is necessary because the recommendations in this report involve the purchase of equipment for vehicles and is not considered to be a project in accordance with Section 15378(b)(2) of the California Environmental Quality Act Guidelines.
Sustainability: Not Applicable
Commission/Committee Action: None
Rationale for Recommendation: The Department of Public Works, Fleet Management is purchasing two Chevy Bolts as replacement vehicles for the Parking Services Division. Currently, there are two active vehicles with AutoVu License Plate Recognition (LPR) installed and in use. Fleet Management will be purchasing two additional systems to be installed on the replacement vehicles to expand the program and the efficiencies that are created by using the technology. Panasonic has named Portable Computer Systems, Inc. dba PCS Mobile as an authorized reseller to provide goods and services for the License Plate Recognition equipment.
After reviewing the available purchase options, the Fleet Management Division has determined that using the cooperative purchase agreement with the National Intergovernmental Purchasing Alliance (IPA) and Panasonic represents the most advantageous purchasing strategy. The contract was competitively bid, and Intergovernmental Purchasing Alliance (IPA) receives greater discounts from the manufacturer due to a higher purchase volume than the City would receive if issuing its own bid.
In an ongoing effort to maximize cost savings and staff resources, many government agencies share contracting efforts through cooperative purchasing. This procurement method increases pricing competitiveness and lowers capital costs through volume buying. When comparing the administrative costs of procurement, staff considers product research, source selection, specifications, advertising, staff reports, awarding, protest, and administration of the contract.
The City has used both regional and national cooperative purchase agreements to complement its own contracting initiatives. Cooperative purchasing enables City departments to evaluate a broader range of contracting opportunities and to share resources with other jurisdictions. Cooperative purchasing also leverages internal and external resources to maximize cost savings opportunities for the City.
Financial Considerations: The recommended purchase in an amount not to exceed $106,365 will be made from the Department of Public Works Fiscal Year (FY) 2018/19 operating budget (Fleet Fund, Fund 6501) and will be charged to the Department of Public Works Fleet Project (I06150000). Sufficient funding exists in the Department’s FY 2018/19 operating budget and the Public Works Fleet Project (I06150000) to support the recommended purchase.
Local Business Enterprise (LBE): Panasonic is not an LBE. The minimum LBE participation requirement is waived for the City’s use of cooperative purchase agreements that have been competitively bid, evaluated and awarded by other governmental agencies that may or may not have similar LBE programs.