Title
Report regarding a resolution approving a one-year service agreement extension with Flock Safety and authorizing the city manager or their designee to execute the agreement. (Anthony Pinell, Captain, Police Department).
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Recommendation
Move to adopt a resolution approving a one-year service agreement extension with Flock Safety in the amount of $120,000 to maintain operations of the City’s fixed-mount automated license plate reader program and authorize the city manager or their designee to execute the agreement.
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Background
The City of South San Francisco has contracted with Flock Safety to provide fixed-mount Automated License Plate Reader (ALPR) services since November 2022. Since implementation, the program has provided a valuable investigative tool that supports public safety and enhances officer safety. ALPR technology has contributed to 163 arrests, the recovery of 109 stolen vehicles, and the recovery of nine firearms. The system has also assisted officers and detectives in investigating serious felony offenses, including attempted murders, shootings, stabbings, sexual assaults, robberies, kidnappings, burglaries, and vehicular manslaughter. Additionally, the technology has been used to help locate at-risk missing persons.
Privacy, transparency, and accountability are integral to the City's ALPR program. ALPR data collected by the City is City property and is purged after 30 days, after which it is no longer retrievable. Department personnel are required to comply with applicable laws and police department policies governing ALPR use. Access to the system is restricted to authorized personnel and must be associated with an active case or investigation. The department conducts monthly audits to monitor compliance with applicable policies and legal requirements.
The City also maintains a public facing transparency portal that provides community members with information about the ALPR program, including monthly usage statistics and search audits. The portal is intended to promote transparency and help the public understand the capabilities, limitations, and safeguards associated with ALPR technology.
In August 2026, the Police Department identified multiple service agreements between the City and Flock Safety with differing expiration dates. One agreement listed an expiration date of September 8, 2026, while another listed August 19, 2027. Following a review with City staff and Flock Safety, it was determined that the 24-month agreement signed on August 19, 2025, was the most recent agreement. That agreement, signed by a Police Department Lieutenant who has since retired, was intended to align multiple active contracts following an expansion of the program. However, it inadvertently extended the service term through August 19, 2027.
Historically, the ALPR program has been budgeted through the Information Technology Department, which understood the agreement to expire on September 8, 2026. The Police Department, relying on information provided by Flock Safety to the retired Lieutenant, understood the agreement to expire on August 19, 2027. As a result of this discrepancy, funding for the program in Fiscal Year 2026-27 was not included in either department's budget. Continued funding of the program therefore requires City Council approval.
Discussion
The proposed one-year service agreement extension with Flock Safety would maintain operation of the City's ALPR program from August 20, 2026, through August 19, 2027. The agreement includes continued operation of 40 fixed-mount ALPR cameras at an annual cost of $3,000 per camera, for a total cost of $120,000. The agreement contains language pertaining to the City’s ownership of ALPR data and how it is used, breach of contract situations and termination, and liability. Language has also been added to the agreement to ensure compliance with the recent San Mateo County Civil Grand Jury report recommendation (R6), which recommended the inclusion of contractual language requiring vendor compliance with applicable California law and prohibiting vendors from disclosing ALPR data to unauthorized third parties upon contract renewal.
City Council previously directed staff to conduct a Request for Proposals (RFP) to select the City's next ALPR vendor. The proposed extension would provide continuity of service while staff complete the RFP process and present a vendor recommendation for City Council consideration.
If Flock Safety is not selected as the City's next vendor, the extension would provide time for the transition to the new system before the extended agreement expires. Approval would help avoid an interruption in ALPR services while the City completes its vendor selection and transition process.
If City Council does not approve the proposed extension, the City may terminate its services with Flock Safety at a cost of $500 per camera, for a total of $20,000. Staff does not recommend this option because terminating the agreement would eliminate the Police Department's access to fixed-mount ALPR technology and its network while the City completes the procurement process and implements a potential replacement system. Based on the anticipated procurement, selection, and implementation timeline, the department could be without ALPR services for at least six months. Approving the proposed extension would preserve the operation of this investigative and public safety tool during the transition and will help ensure continuity of service until the procurement process is complete.
Fiscal Impact
The cost of the proposed one-year service agreement extension is $120,000. The Police Department proposes funding the extension through the reallocation of available funds within its adopted operating budget.
Relationship to City Council Priorities Action Plan
Approval of the proposed service agreement extension supports the major focus area of Modern and Sustainable Organization. Continued operation of the ALPR program provides the Police Department with an investigative and public safety tool while maintaining established safeguards for transparency, accountability, and protection of community members' privacy.
Attachments
1. Presentation