# Pulaski County Flock Safety Term Contract Award (Contract 6764) The August 7, 2023 letter from the [[Pulaski County Purchasing Department]] to [[Flock Safety, Inc.]] formally awarding **RFP-23-003 (Automatic License Plate Readers)** to Flock — the documentary anchor for the County's Flock procurement. The two-page record contains the Contract Approval Routing form (Page 1) signed by all five County offices and the formal Term Contract Award letter (Page 2) signed by Pulaski County Judge [[Barry Hyde]] as Chief Executive Officer. ## What's inside ### Page 1 — Contract Approval Routing form The Pulaski County Government's standard internal routing form for all contracts. Documents the chain of approvals for Contract 6764: | Field | Value | |---|---| | Due Date | August 30, 2023 | | Submitted to Purchasing Date | March 31, 2023 | | Originating Department | PCSO ([[Pulaski County Sheriff's Office]]) | | Dept. & Line Item Charged | **`3015-0400-3073`** | | Available Account Balance | **$24,678.00** | | Department Head Signature | "See Attached" — Date August 28, 2023 | | *Grants Admin* | (no signature — grant funds not used) | | Purchasing | signed (signature illegible; Lead Buyer [[Tashika Keown]] per the cover letter) | | Comptroller / Admin | signed | | County Attorney | signed | **Summary Explanation of Contract** (verbatim, with minor OCR adjustment): > *"RFP-23-003 for the lease of Automatic License Plate Readers (ALPRs) is awarded to Flock Safety. The cost will include a one-time startup cost of $977.63, Annual recurring cost of $18,000 per year, Optional cost for camera relocation at $150.00 per a camera and Optional cost of equipment replacement at $800.00 per camera for a total of $24,677.63. The initial term will be for a (3) year term from August 21, 2023 to July 20, 2026."* *Observation:* the Grants Administration signature line is empty, consistent with the funding line `3015-0400-3073` being a general-fund account rather than a grant subaccount. The "Available Account Balance: $24,678.00" indicates the County set the line item with effectively the exact amount needed to cover the contract's first-year + reserve commitment. ### Page 2 — Term Contract Award Letter A County-letterhead document from **Barry Hyde, County Judge / Chief Executive Officer** to Flock Safety, dated August 7, 2023. **Verbatim header:** > *"TO: Flock Safety / 1170 Howell Mill Rd / Ste 210 / Atlanta, GA 30318 / Contact: Philip Nanni / Phone: (815) 915-6316 / Email: [email protected] / FROM: Pulaski County Purchasing / DATE: August 7, 2023 / SUBJ: RFP-23-003 (Automatic License Plate Readers (ALPRs) / TERM CONTRACT AWARD"* **Verbatim body:** > *"Subject to all conditions and specifications of the referenced bid number and your successful bid, this lease contract is awarded for an initial term of August 21, 2023 through July 20, 2026 and shall commence within ten (10) calendar days from the receipt of this letter and is to be completed NLT 180 days from the commencement date, at a cost as indicated in your bid response and below. Each invoice should reference this bid/contract number."* **Pricing structure** (as enumerated on the letter): | Cost type | Item | Amount | |---|---|---| | One-Time Start Up Cost | Installation and Taxes | $977.63 | | Annual Recurring Cost | ALPR Camera | $18,000 per year | | Annual Recurring Cost | Software Licenses | Included | | Annual Recurring Cost | Maintenance | Included | | Annual Recurring Cost | LTE Connectivity | Included | | Optional Cost | Camera Relocations | $150.00 per camera | | Optional Cost | Equipment Replacement | $800.00 per camera | **Approved:** Barry Hyde, County Judge / Chief Executive Officer (signature line). **County address:** 201 South Broadway, Suite 400, Little Rock, AR 72201. Phone 501.340.8305 | Cell 501.351.6616 | Fax 501.340.8282 | pulaskicounty.net. ## Key takeaways - **The award was made by executive authority, not by Quorum Court vote.** The Award Letter is signed by [[Barry Hyde]] as "County Judge / Chief Executive Officer" — the County's elected chief executive — without reference to any [[Pulaski County Quorum Court|Quorum Court]] ordinance or resolution authorizing the spend. *Observation, distinct from the record:* Pulaski County's procurement scheme appears to allow the County Judge to authorize contracts of this size under standing procurement procedures without requiring the legislative body's prior approval. The corpus does not contain the County's procurement rules; the threshold for Quorum Court approval is not visible here. - **The funding line `3015-0400-3073` identifies a general-fund account.** Combined with the empty Grants Administration signature on the routing form, the line item indicates the procurement was paid from the County's general appropriation — **NOT asset-forfeiture funds**, and **NOT a federal/state grant**. This resolves the long-running open question about how PCSO's Flock procurement was funded that PCSO's `#26-808` item 4 ("no records found") left open. See [[Asset-Forfeiture Funding for Surveillance Procurement]] for the contrast pattern at [[Conway Police Department]] and [[Little Rock Police Department]]. - **The Award math (per the routing form) anchors a 1-year + reserves figure.** The "$24,677.63" figure on the routing form is the *first-year* cost ($18,000 recurring + $977.63 startup) plus optional reserves (6 cameras × $150 relocation + 6 cameras × $800 replacement = $5,700 = $5,700 reserves). The cumulative 3-year contract value at the recurring rate, excluding optional reserves, is approximately $54,000 (3 × $18,000 + $977.63). The MSA Order Form figures the **2-year initial-term total at $36,900** ($18,900 Year 1 + $18,000 Year 2); see [[Pulaski County Flock Safety MSA and Order Form (Contract 6764)]]. The discrepancy between the Award Letter's "3-year term" and the Order Form's "24-month initial term" is documented but unresolved on the face of these records; the operative contract terms appear in the MSA Order Form. - **The "180 days from commencement" completion clause** standardizes the installation timeline: 10 days to commence, 180 days to complete. The actual ARDOT permit request for the 6 deployed locations was filed January 13, 2025 — well outside the 180-day window. See [[Pulaski County ARDOT Right-of-Way Permit Request for Flock Cameras]] for the deployment-timing chain. - **The Award Letter references "Flock Inc." in connection with installation responsibility**, and the contract is structured as a *lease* (per the routing form's "lease of Automatic License Plate Readers"). Flock retains ownership of the hardware throughout the term; see the [[Pulaski County Flock Safety MSA and Order Form (Contract 6764)|MSA]] § 10.1 for the hardware-ownership clause. ## People and orgs mentioned - [[Barry Hyde]] — County Judge / Chief Executive Officer; signing authority on the Award Letter. - [[Tashika Keown]] — implicit author (Lead Buyer, Purchasing) of the routing form's Purchasing signature. - [[Philip Nanni]] — Flock Territory Sales Manager; named as Flock's contact on the Award Letter. - [[Pulaski County Purchasing Department]] — the issuing office. - [[Pulaski County Sheriff's Office]] — the Originating Department on the routing form. - [[Flock Safety, Inc.]] — the awardee. - [[Pulaski County Comptroller's Office]] — internal approval signer. - [[Pulaski County Attorney's Office]] — internal approval signer. ## Concepts invoked - [[Automatic License Plate Reader (ALPR)]] - [[Flock Camera-as-a-Service Procurement Model]] — Flock retains hardware ownership; the County leases. - [[Competitive RFP Procurement (Arkansas Counties)]] — the procurement track used. ## Events documented - [[2023-08 Pulaski County Awards RFP-23-003 to Flock Safety]] — the August 7, 2023 award. ## Cross-references - [[_overview]] — production overview. - [[Pulaski County RFP-23-003 Solicitation and Flock Safety Bid]] — the underlying solicitation and Flock's bid. - [[Pulaski County RFP-23-003 Bid Tabulation and Evaluator Scoring]] — the bid evaluation that produced the award decision. - [[Pulaski County Flock Safety MSA and Order Form (Contract 6764)]] — the executed contract. - [[Pulaski County ARDOT Right-of-Way Permit Request for Flock Cameras]] — the downstream camera-deployment authorization. ## Open questions / follow-ups - The County's procurement-rules manual (the threshold above which Quorum Court approval would have been required) is not in the corpus. A FOIA request to the Pulaski County Clerk for the procurement-rules manual would identify the threshold. - Whether Captain [[Joe Garza]]'s name appears on the "See Attached" Department Head signature page (referenced on the routing form) is not visible in the production; the attachment itself is not separately produced.