HomeMy WebLinkAboutE-8 Staff Report - Amendment to Lease Agreement with Flock SafetyCONSENT ITEM
E-8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, ICMA-CM, CITY MANAGER
FROM: ROCKY WENRICK, INTERIM CHIEF OF POLICE
DATE: MARCH 21, 2022
SUBJECT: REQUEST TO AMEND EXISTING LEASE AGREEMENT WITH FLOCK SAFETY
GROUP
BACKGROUND:
In August of 2020, the City Council approved an agreement with Flock Group Inc., for the lease and
installation of twenty-one (21) Automated License Plate Reader Cameras in the City of Azusa. The
City’s primary interest was to ensure public safety and improve the department’s technology based
investigative capabilities. The proposed action would approve the increase of four (4) additional
Automated License Plate Reader Cameras in the City of Azusa from Flock Safety Group amending the
existing lease agreement of Twenty-one (21) cameras to a total of Twenty-Five (25) cameras.
RECOMMENDATION(S):
It is recommended that the City Council take the following action(s):
1) Approve the Amendment to the two-year lease of twenty-one (21) Automated License Plate
Reader Cameras from Flock Group Inc, 1170 Howell Mill Rd NW Ste 210, Atlanta, GA
30318 to add Four (4) additional Automated License Plate Reader Cameras for a total of
twenty-five (25) Automated License Plate Reader Cameras.
ANALYSIS:
In 2020, Flock Safety presented staff with a desirable approach to deploying ALPR cameras throughout
the community. The Flock program is an all-inclusive model for deploying the ALPR cameras. The
key benefits of flock are that they charge an annual flat rate lease per camera of $2,500, which is
wireless, free of infrastructure setup, and has the option for solar or direct power. They also include a
two-year warranty, Criminal Justice Information Services (CJIS) compliant cloud-based hosting,
unlimited user licenses, ongoing software enhancements, camera setup, mounting, shipping, handling
APPROVED
CITY COUNCIL
3/21/2022
and a cellular connection. The Flock lease program prevents the City from being burdened with
maintaining costly equipment at the end of the agreement, which could require replacement.
The Flock program has been utilized in the City of Azusa over the past twelve (12) months and has
proven to be a vital and useful investigative tool for the police department.
At the end of the two-year lease period, staff will assess the benefits of the program and determine
whether to recommend continuing the program.
FISCAL IMPACT:
There are adequate funds available for the amendment to the original two-year lease of twenty-one (21)
Automated License Plate Reader (ALPR) Cameras to twenty-five (25). Board of State and Community
Corrections (BSCC) funds received by the City of Azusa for public safety enhancements, in accordance
with Assembly Bill 74, the Budget Act of 2019 was included in the FY2021-22 Revised Budget under
account #2820310093-7140. The total annual increase to the original lease agreement will be $10,000.
There is a one-time installation fee of $1,000.
Prepared by: Reviewed and approved:
Seth Chapman Rocky Wenrick
Sergeant Interim Chief of Police
Fiscal Impact Reviewed By: Reviewed and Approved:
Talika M. Johnson Sergio Gonzalez
Director of Administrative Services City Manager
Attachments:
1. Flock Group Inc. Additional Services agreement
FLOCK GROUP INC.
ADDITIONAL SERVICES AGREEMENT
This Agreement combined with the existing agreement referenced in Exhibit A describe the relationship between Flock Group
Inc. (“Flock”) and the customer identified below (“Customer”) (each of Flock and Customer, a ”Party”). This order form
(“Order Form”) hereby incorporates and includes the terms of the previously executed agreement (the “Terms”) which describe
and set forth the general legal terms governing the relationship (collectively, the "Agreement" ). The Terms contain, among
other things, warranty disclaimers, liability limitations and use limitations.
This additional services Agreement will be effective when this Order Form is executed by both Parties (the “Effective Date”).
Agency: CA - Azusa PD
Legal Entity Name: \FSLegalEntityName{r}\
Contact Name: Seth Chapman
Address:
725 Alameda Ave
Azusa, California 91702
Phone: 626-812-3266
E-Mail: schapman@azusaca.gov
Expected Payment Method:
\FSExpectedPaymentMethod1\
Billing Contact: \FSBillingContact1\
(if different than above)
Initial Term: 24 months
Renewal Term: 24 months
Billing Term: Annual payment due Net 30 per terms
and conditions
Sales tax will be added to all fees as applicable. If your organization is tax exempt, please check this box: \FSTaxExemptCheckbox1\
and email your Sales Tax Exemption Certificate to billing@flocksafety.com.
Attachment 1
Name Price/Usage Fee QTY Subtotal
Flock Falcon Camera $2,500.00 4.00 $10,000.00
Implementation Fee $250.00 4.00 $1,000.00
(Includes one-time fees)
Year 1 Total: $11,000.00
Recurring Total: $10,000.00
Special terms:
• Customer will receive a prorated invoice upon implementation and validation of additional four (4) camera expansion, which
will reflect the service time from implementation through February 25, 2023. On February 26, 2023 Customer will receive one
(1) invoice reflecting all devices deployed.
\FSInitials1\
By executing this Order Form, Agency represents and warrants that it has read and agrees to all of
the terms and conditions contained in the Terms attached. The Parties have executed this Agreement as of the dates
set forth below.
FLOCK GROUP, INC. Agency: CA - Azusa PD
By:
\FSSignature2\
By:
\FSSignature1\
Name:
\FSFullname2\
Name:
\FSFullname1\
Title:
\FSTitle2\
Title:
\FSTitle1\
Date:
\FSDateSigned2\
Date:
\FSDateSigned1\
EXHIBIT A
This agreement is governed by the terms as set out in this attached agreement that has been previously
executed by both parties.
Let’s defeat crime together.™
CUSTOMER IMPLEMENTATION GUIDE 6
TABLE OF CONTENTS
3. Implementation Timeline
4. Implementation Team
6. Things to Consider when Picking Locations
7. Customer Responsibilities: AC-Powered Cams
8. Electrician Handout
Electrician Installation Steps
FAQs about AC-Powered Flock Cameras
11. Installation Service Brief
12. Permitting: Pre-Install Questionnaire
Timeline
Right of Way
AC Power vs. Solar
Traffic Control & Installation Methods
Paperwork & Required Forms
Contacts
14. *Fee Schedule
15. Help Center
16. Customer Support
CUSTOMER IMPLEMENTATION GUIDE 7
IMPLEMENTATION TIMELINE
This timeline provides general guidance and understanding of your installation process. While
we typically complete installations 6-8 weeks after locations have been finalized, delays can
occur as noted in the timeline below:
CONFIRM CAMERA LOCATIONS WITH YOUR SALES REPRESENTATIVE
Flock: Your Sales representative will present several viable options for camera locations
Customer: Review Deployment Plan & approve camera locations
Please Note: If Public Works is required to move forward, please obtain approval.
PREPARE FOR FINALIZED CAMERA LOCATIONS
Flock: Confirm Deployment Plan and signed agreement. Flock will move forward with next
steps for locations that don't need permits (minimum 10 locations needed to move forward
with partial installation)
Customer: Prepare the below items, as needed
• If permits are required, begin application process
• If cameras will be AC-powered, hire an electrician/street department
CONDUCT ON-SITE SURVEY & PLACE FLAGS:
Flock: Flock technician conducts site survey to (1) evaluate so lar or power access, (2)
check line of sight to the road, and (3) evaluate cellular service in the area. When the
technician deems the locations suitable, s/he will place a white flag at each spot.
Please Note: If the initially determined locations don't m eet Flock standards, we will
evaluate a new location, obtain customer approval, and redo a site survey. This may push
timeline for installation.
CALL 811
Flock: Flock Safety will coordinate with Call 811 to mark each camera location for
underground utilities within a 10-foot radius.
Please Note: Call811 is a government service, so turnaround times may vary and is
outside of Flock control.
SCHEDULE INSTALLATION
Flock: Flock will (1) ship any site specific materials that the technician does not have
locally (2) schedule the installation date.
INSTALL & VALIDATE CAMERAS
Flock: After installation, your Customer Success Manager will confirm that cameras are
capturing footage well and functioning properly. They will then give you full access to the
system along with helpful training resources.
FINALIZE ANY INSTALLATION NEEDS
Flock: While we typically complete installations within 4 weeks of finalizing locations, delays
may occur due to external factors. In these instances, we will continue to work through this
process until your cameras are fully installed and operational.
REVIEW
LOCATION
S
FINALIZE
LOCATION
S
STEP 1
STEP 2
STEP 3
STEP 4
ONGOING
AS
NEEDED
IMPLEMENTATION TEAM
CUSTOMER IMPLEMENTATION GUIDE 4
FLOCK TEAM HOW WILL THEY SUPPORT YOU
Customer Success
Manager
Your Customer Success Manager is your strategic
partner for your lifetime as a Flock customer.
They will be your guide through the installation
process. After install, they will help you understand
how best to leverage the Flock Safety tool to solve
crime. You should reach out to them when you want
to discuss:
• Training
• Benefits of features
• Best practices for getting relevant data
• Opportunities to expand the security
network in your area
• Feedback on your partnership with Flock
Flock Safety Support
The Flock Safety Support team is committed to
answering all your day-to-day questions as quickly as
possible. To get in touch with support, simply email
support@flocksafety.com. Support can help you:
• Request camera maintenance
• Troubleshoot online platform
• Contract / Billing questions
• Update account information
• Camera Sharing questions
• Quick “How to” questions in your
Flock Account
Product Implementation
Specialist
Your Product Implementation Specialist is your
technical product expert.
They will help translate your goal for using Flock
Safety cameras into a technical plan that can be
executed and enable you to solve crime. Your
specialist will work with you to:
• Review the cameras in your deployment
• Ensure that the deployment plan is set up for
success from a technological standpoint in
addition to meeting your goals for the product
• If any of your locations require permits,
a member of the Product Implementation
team will assist you in packaging your
application(s).
IMPLEMENTATION TEAM
CUSTOMER IMPLEMENTATION GUIDE 5
Field Operations Team
The Field Operations team is responsible for the
physical installation and maintenance of cameras
and associated equipment provided by Flock. This
includes a large team of technicians, schedulers, and
many others involved in ensuring the delivery of your
product.
They take the technical plan you finalized with
Product Implementation and work closely with other
teams at Flock to make sure that your cameras
are installed quickly and safely, and in a way that
maximizes the opportunity to solve crime at a
specific location.
*Note*: For all Installation questions or concerns,
please always direct them to your Customer Success
Manager and not to the technician.
Please Note: On some occasions, third parties outside of Flock
Safety may be (or need to be) involved in your implementation.
OUTSIDE PARTY WHEN THEY MAY BE INVOLVED
Electrician/Street
Department
If your Flock cameras need to be AC powered,
you (customer) are responsible for providing an
electrician to ensure power connectivity
Public Works (LE) To weigh in on use of public Right of Ways or property
Department of
Transportation (DOT), City,
or County Agencies
If installation in your area requires permitting
THINGS TO CONSIDER WHEN
CUSTOMER IMPLEMENTATION GUIDE 6
PICKING LOCATIONS
Falcon Cameras
• Use Cases
- Flock LPRs are designed to capture images of rear license plates, aimed in the
direction of traffic.
- Flock LPRs are not designed to capture pedestrians, sidewalks, dumpsters,
gates, other areas of non- vehicle traffic, intersections
• Placement
- They capture vehicles driving away from an intersection.
- They cannot point into the middle of an intersection.
- They should be placed after the intersection, to prevent stop and go motion
activation, or “stop and go” traffic.
• Mounting
- They can be mounted on existing utility, light, or traffic signal poles, or 12
foot Flock poles. **NOTE** Permitting (or permission from pole owner) may be
required in order to use existing infrastructure or install in specific areas,
depending on local regulations & policies.
- They should be mounted one per pole*. If using AC power, they can be mounted 2 per
pole.
*Cameras need sufficient power. Since a solar panel is required per camera, it can prevent sufficient
solar power if 2 cameras and 2 solar panels were on a single pole (by blocking visibility). Therefore if
relying on solar power, only one camera can be installed per pole.
• They can be powered with solar panels or direct wire-in AC Power (no outlets).
**NOTE** Flock does not provide Electrical services. The agency or community must
work with an electrician to wire the cameras once installed. Electrician services
should be completed within 2 days of installation to prevent the camera from
dying.
• They will require adequate cellular service using AT&T or T-Mobile to be able to process
& send images
• Any Flock equipment mounted over 14 feet or on a horizontal beam will require a
bucket truck. If mounting in this way:
• Flock will request use of a bucket truck through the customer or Public Works
• If a bucket truck is not available through the customer, Flock will have to procure
one.
**Note** This will lead to delays on install & any subsequent maintenance visits based on bucket truck
availability
• Flock will likely require traffic control assistance provided by customer to
install or provide maintenance with a bucket truck
THINGS TO CONSIDER WHEN
CUSTOMER IMPLEMENTATION GUIDE 7
Solar Panels
• Solar panels need unobstructed southern-facing views
CUSTOMER RESPONSIBILITIES:
CUSTOMER IMPLEMENTATION GUIDE 8
AC-POWERED CAMS
In the event your Flock cameras need to be AC-powered, the customer is responsible for acquiring an
electrician and ensuring they connect the camera to power. See steps 2 and 6 below.
Visit flocksafety.com/power-install for the full plan, FAQs & to get started!
ELECTRICIAN HANDOUT
CUSTOMER IMPLEMENTATION GUIDE 9
Electrician Installation Steps
1. Run AC cable and conduit to
the box according to NEC
Article 300 and any
applicable local codes. The
gland accepts ½” conduit
2. Open the box using hinges
3. Connect AC Mains per
wiring diagram below:
a. Connect AC Neutral wire
to the Surge Protector
white Neutral wire
using the open position
on the lever nut.
b. Connect AC Line wire to
the Surge Protector
black Line wire using
the open position on
the lever nut.
c. Connect AC Ground wire
to the Surge Protector
green ground wire using
the open position on
the lever nut.
4. Verify that both the RED LED
is lit on the front of the
box
5. Close box and zip tie the
box shut with the provided
zip tie
6. While still on site, call
Flock who will remotely
verify that power is
working correctly:
Southeast Region - (678) 562-8766
West-Region - (804) 607-9213
Central & NE Region - (470) 868-4027
ELECTRICIAN HANDOUT
CUSTOMER IMPLEMENTATION GUIDE 1
0
CUSTOMER IMPLEMENTATION GUIDE 1
1
FAQS ABOUT AC-POWERED FLOCK
CAMERAS
What voltage is supported?
The AC kit is designed to work with 120VAC infrastructure by
default. A 240VAC version is available on request.
How much power does this consume?
Peak current draw is 1.5 A at 120VAC. Average power draw is
roughly 30W in high traffic conditions, but may be lower when
less vehicles are present.
Who is responsible for contracting the electrician?
The customer is responsible for contracting an electrician. We
can help answer questions, but the customer is responsible for
identifying and contracting an electrician.
Who is responsible for maintenance?
Flock will handle all maintenance related to the camera and
power equipment installed by Flock. However, any problems with
the electrical supply are the responsibility of the customer. The
AC junction box has two lights to indicate the presence of
power and make it easy for quick diagnosis if there is a problem
related to the AC power source.
In the event the camera indicates to Flock that there is a power
supply problem, Flock will notify the customer and request that
the customer verify the lights on the AC junction box. If the
AC Source light is illuminated, Flock will send a technician to
investigate. If the AC source light is not illuminated the customer
should check any GFCI’s or breakers in the supply circuit or call
the electrician who installed the power supply.
How much does it cost?
Work required to bring AC power to each location will be different,
so exact pricing is not possible. The primary driver of cost is
the distance from AC power source to the intended camera
location.
CUSTOMER IMPLEMENTATION GUIDE 12
What information do I need to provide my electrician?
The Flock deployment plan and these work instructions should be sufficient to secure a quote. It will be helpful if you
know the location of existing power infrastructure before creating the deployment plan.
Can you plug into my existing power outlet?
The Flock AC power adapter does not use a standard outlet plug, but must be directly wired into the power mains. While
using outlet plugs may be convenient, they can easily be unplugged presenting a tampering risk to this critical safety
infrastructure. If an outlet is close to the camera, the electrician can route power directly to the camera with a direct
wire-in connection.
How long does this process typically take?
The installation process typically takes 6-8 weeks. In order to accelerate the process, be sure to have the electrician perform
his work shortly after the Flock technician finishes installing the camera.
What kind of electrician should I look for?
Any licensed electrician should be able to perform this work, though we have found that those who advertise
working with landscape lighting are most suited for this work.
What happens if the electrician damages the equipment?
The customer is responsible for contracting the electrician. Any liability associated with this work would be assumed by
the customer. If any future work is required at this site due to the electrical infrastructure or the work performed by the
electrician would be the responsibility of the customer.
When should the electrician perform his work?
Once Flock installs the camera, you will receive an email alert letting you know that this has been completed. After this, you
will need to schedule the electrician to route power to the pole.
What if my electrician has questions about Flock’s AC Kit?
You should share the AC-Power Kit Details packet with the electrician if they have
questions.
What if the AC power is on a timer?
Sometimes the AC power will be on a timer (like used for exterior lighting). Flock requires that the AC power
provided to the camera be constant. The source that the electrician uses must not be on a timing circuit.
CUSTOMER IMPLEMENTATION GUIDE 13
INSTALLATION SERVICE BRIEF
Below outlines the statement of work for your Flock Camera Installation:
WHAT IS COVERED BY FLOCK WHAT IS NOT COVERED BY FLOCK SPECIAL NOTE
Flock Cameras & Online Platform
Traffic Control and any associated costs
Mounting Poles
Electrician & ongoing electrical cost
AC Power Kit
(as needed)
Engineering Drawings
Solar Panels
(as needed)
Relocation Fees exc. changes during
initial installation
Site Surveys and
Call 811 Scheduling
Contractor licensing fees
Installation Labor Costs
Permit application processing fees
Customer Support / Training
Specialist mounting equipment
Including, but not
limited to, *MASH
poles or adapters
Cellular Data Coverage
Bucket trucks
Maintenance Fees
(review Fees Sheet for more details)
Loss, theft, damage to Flock equipment
Data storage for 30 days
Camera downtime due to power outage
Only applicable for
AC-powered cameras
*MASH poles: Manual for Assessing Safety Hardware (MASH) presents uniform guidelines for crash testing
permanent and temporary highway safety features and recommends evaluation criteria to assess test results
CUSTOMER IMPLEMENTATION GUIDE 14
PERMITTING:
PRE-INSTALL QUESTIONNAIRE
1. Timeline
• In Flock Safety’s experience, in-depth
permitting requirements can add 2+ months
to the installation timeline. Law
enforcement agencies and city governments
can work with their local Public Works or
Department of Transportation offices
directly to help expedite the process.
When Flock Safety customers manage the
permitting processes, results tend to
come more quickly.
• Is your agency able to own the
permitting process with Flock Safety’s
assistance?
2. Right of Way
• Will any of the Flock Safety cameras be
installed on city, state or power company
owned poles or in city, county, or state
Right of Way (RoW)?
- What is the RoW buffer?
- Will additional permits or written
permission be required from third-
party entities (such as DOT, power
company, public works, etc)?
• Will any cameras be installed on city-owned
traffic signal poles (vertical mass)?
- If yes, please provide heights/photos
to determine if a bucket truck is
needed for the installation.
Note: If height is greater than 15 feet tall, a
bucket truck is required.
3. AC Power vs. Solar
• If AC powered, is there a 120V power source
available, and is there access to an
electrician who can connect the existing wire
to the Flock Safety powered installation kit?
• If solar powered, consider the size of the
solar panel and potential to impact
CUSTOMER IMPLEMENTATION GUIDE 15
visibility of DOT signs/signals:
- Single Panel: 21.25” x 14” x 2” (Length x Width x Depth)
- Double Panel: 21.25” x 28” x 2” (LxWxD)
CUSTOMER IMPLEMENTATION GUIDE 16
4. Traffic Control & Installation Methods
• If a bucket truck is required, this
typically necessitates a full lane to be
blocked in the direction of travel. Can
you provide a patrol car escort, or will
full traffic control be required?
- Note: If traffic control is required,
you may incur additional costs due to
city/state requirements; Fees will be
determined by quotes received.
• If full traffic control required (cones, arrowboards, etc.):
- Will standard plans suffice, or are
custom plans needed? Custom plans can
double the cost, while standard plans
can be pulled from the Manual of
Uniform Traffic Control Devices
(MUTCD).
- Will a non-sealed copy of the traffic
plan suffice? Or does the traffic plan
need to be sealed and/or submitted by
a professional engineer?
- Are there state-specific special
versions/variances that must be
followed?
• If a bucket truck is not required, the shoulder or sidewalk
should suffice and enable Flock Safety to proceed
without traffic control systems in place.
- Note: In some states (i.e.
California), sidewalks may require
signage. If signage is mandatory, Will
your Public Works department be able to
assist?
5. Paperwork & Required Forms
• Flock Safety will need copies of
paperwork to complete prior to proceeding
(ex. business license applications,
encroachment permit applications). We can
save critical time by gathering these
documents upfront. We appreciate your
assistance in procuring these.
6. Contacts
• If Flock Safety will need to interface
directly with the departments, please share
CUSTOMER IMPLEMENTATION GUIDE 17
the contact information of the following
departments:
- Permitting
- Public Works
- Traffic Department
CUSTOMER IMPLEMENTATION GUIDE 18
FEE SCHEDULING
*Fee Schedule
After a deployment plan with Designated Locations and equipment has been agreed upon by both
Flock and the Customer, any subsequent changes to the deployment plan (“Reinstalls”) driven by a
Customer’s request will incur a fee per the table below.
All fees are per reinstall or required visit (in the case that a reinstall is attempted but not completed)
and include labor and materials. If you have any questions, please email support@flocksafety.com.
*Below fee schedule is subject to change;
REINSTALL OR JOB TYPE REINSTALL FEE
Camera or pole relocation $150
Camera replacement as result of vandalism, theft, or third party damage $500
Pole replacement as a result of vandalism, theft, or third party damage $150
Pole upgrade $300
Angle Adjustment - Customer request $125
Installation of additional Flock Safety sign (including cost of sign) $100
Convert camera to use of electrical outlet (excluding cost of electrical work) $150
Other site visit/technician visit that does not result in a reinstall being required $150
CUSTOMER IMPLEMENTATION GUIDE 19
HELP CENTER
Our Help Center is filled with tons of resources to help you navigate through the online
platform. Below you will find some common questions and their relevant help article:
How do I search camera footage? How do I add a user?
How do I add a vehicle to my own Hot List?
How do I enable browser notifications for Hot List alerts? How do
I get text alerts for Hot List?
How do I request camera access from other nearby agencies?
How do I use the National Lookup to search for a plate?
(National Lookup - network of law enforcement agencies that
have opted to allow their Flock cameras to be used for
searches)
How do I reset my / another user’s password?
CUSTOMER SUPPORT
You can reach our customer support team anytime by emailing support@flocksafety.com.
They can help answer any “How-To” questions you may have.
(866) 901-1781 | 1170 Howell Mill Rd NW, Unit 210, Atlanta, GA 30318 |
flocksafety.com