Title
Sheriff’s Office recommending the Board:
1) Make findings in accordance with Procurement Policy C-17 Section 3.4(2.a.) exempting the competitive bidding process for Agreement 9823 because the procurement can only be sourced from a single vendor due to the technological, specialized, or unique character of the procurement;
2) Authorize the Chair to sign contract 9823 with Odin Systems, Inc. for the provision of on-call maintenance of license plate recognition equipment, for a term of January 10, 2026 through January 9, 2029, in the amount of $500,000; and
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 9823, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: California Multi-Jurisdictional Methamphetamine Enforcement Team Special Revenue Funds.
Body
DISCUSSION / BACKGROUND
With the approval of the FY 2020-21 Recommended Budget on June 9, 2020, with Legistar file 20-0752, the Sheriff’s Office was authorized to purchase a License Plate Reader (LPR) System. On December 2, 2020, with Legistar file 20-1539, the Board approved the purchase of additional LPR units in the FY 2020-21 budget after conducting extensive research. The intent of the original project was to strengthen the Sheriff’s Office’s ability to identify vehicles involved in crimes, respond to kidnappings, and improve investigative capabilities throughout El Dorado County. Nearly 70% of crimes involve a vehicle, and because license plates are public information issued by the Department of Motor Vehicles, the use of LPR technology provides a legitimate and effective tool to enhance public safety, prevent crime, and support investigations. License plate readers have also been particularly effective in combatting drug trafficking and other crimes involving vehicle movement across jurisdictions. The system is not used to monitor citizens, but rather to protect them from those seeking to do harm in the community.
At the time of the initial purchase authorization, Vigilant Solutions was identified as the sole manufacturer and provider of the necessary hardware, software, and support. Since that time, Vigilant has been acquired by Motorola Solutions, which now manages the LPR platform and related services. The Sheriff’s Office continues to use the Vigilant (Motorola) system because it provides interoperability with surrounding agencies such as the Sacramento and Placer County Sheriff’s Offices and the police departments of Sacramento, Folsom, Placerville, Rocklin, and Roseville. This interoperability is critical, as many offenders commit crimes across multiple jurisdictions, and data sharing between agencies greatly enhances investigative efficiency and success.
The Sheriff’s Office also utilizes FLOCK Safety LPR cameras in various locations throughout the County. Each system, FLOCK and Vigilant (Motorola), operates on proprietary hardware and software platforms and provides access to different camera networks and geographic areas. Maintaining both systems ensures that the Sheriff’s Office can access and share critical vehicle data across a broader range of locations and jurisdictions, maximizing coverage and investigative reach. These systems complement one another rather than overlap, offering greater flexibility and regional intelligence coordination.
To maintain and expand the County’s LPR capabilities, the Sheriff’s Office is now seeking approval of a new Agreement for Services 9823 with Odin Systems, Inc., headquartered in Diamond Springs, California. Under this new agreement, Odin Systems will provide on-call maintenance of LPR equipment, including parts and labor. Odin is an authorized local distributor and integrator for Vigilant (Motorola) LPR units and serves as the County’s direct point of contact for all LPR hardware and software needs. The agreement has a term of January 10, 2026, through January 9, 2029, and an amount not to exceed $500,000, which includes parts, labor, maintenance, and related services.
Vigilant (Motorola) has requested that the County contract directly with Odin Systems to ensure a seamless, end-to-end service process encompassing the purchase, installation, and maintenance of the LPR systems. This structure simplifies communication and accountability while maintaining full manufacturer support and warranty coverage.
In accordance with Board of Supervisors Policy C-17 (Procurement Policy), this purchase qualifies as a sole source procurement under the exemption for instances in which only one vendor can provide the required equipment and associated services. The LPR hardware and software are proprietary to Vigilant (Motorola) and available only through Odin Systems as the authorized service provider.
ALTERNATIVES
The Board could choose not to approve this item, however, the Vigilant (Motorola) LPR equipment would not be supported and become unusable over time.
PRIOR BOARD ACTION
06/09/2020 Legistar file 20-0752
12/02/2020 Legistar file 20-1539
07/27/2021 Legistar file 21-0442
06/21/2022 Legistar file 22-0879
01/10/2023 Legistar file 22-2290
08/26/2025 Legistar file 25-1335
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Procurement and Contracts.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
These costs are accounted for in the Sheriff’s Office FY 2025-26 budget with CalMMET Special Revenue Funds; therefore, there is no increase to net county cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Return signed agreement to the Sheriff’s Office.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Undersheriff Bryan Golmitz