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CC - CONSENT ITEM: (1) Approval of a Three-Year Professional Service Agreement with Fire Rover LLC for an Early Fire Detection Monitoring System with Emergency Dispatch for the City’s Transfer Station in an Amount Not-to-Exceed $100,000; and (2) Authorization to the City Manager to Approve Two Additional One-Year Terms in an Additional Amount Not-to-Exceed $17,000 Annually.
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Meeting Date: April 13, 2026
Contact/Dept.: Shetauna Smith, Public Works Department
Phone Number: (310) 253-6456
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [] No [X]
Attachments: Yes [X] No [ ]
Public Notification: (E-Mail) Meetings and Agendas - City Council (04/09/2026)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (03/16/2026)
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RECOMMENDATION
Staff recommends that City Council (1) approve a three-year professional services agreement with Fire Rover LLC for an Early Fire Detection Monitoring System with Emergency Dispatch for the City’s Transfer Station in an amount not-to-exceed $100,000; and (2) authorize the City Manager to approve two additional one-year terms in an additional amount not-to-exceed $17,000 annually.
BACKGROUND
The City owns and operates a 500 ton per day solid waste and recycling Transfer Station Facility located at 9255 Jefferson Boulevard, operating six (6) days a week. The tipping floor is operational between the hours of 4:30 AM and 4:00 PM, Monday through Friday, and from 5:30 AM to 1:00 PM on Saturday.
The solid waste and recycling industry continues to face major concerns with improper disposal of lithium-ion batteries, which has led to facility fires or explosions due to these batteries high risk of thermal instability. The City’s Transfer Station facility recently experienced a lithium-ion battery fire on January 26, 2026. When lithium batteries are improperly disposed of in the refuse streams, and not as hazardous waste, they can ignite from contact with loader shovels as materials are moved around the transfer facility. Once ignited, the fire can smolder undetected for hours beneath other, flammable materials. Public Works’ Maintenance crews happened to be on site repairing another issue and were alerted to the fire and thus were able to promptly report the fire. CCFD successfully extinguished the fire, preventing structural damage to the Transfer Station, with no injuries reported. Had City staff not been on-site when the fire ignited, it would not have been reported until flames became visible from the street, and the Transfer Station may have been destroyed. This event highlighted the need for remote early fire detection monitoring with human oversight at all times that the Transfer Station is not occupied by employees.
DISCUSSION
Fire Rover LLC provides a 24 hour a day remote fire detection system that combines sensors, cameras, and live monitoring personnel to mitigate potential fire risk early and deliver real-time awareness and response capabilities. The system continuously monitors using advanced thermal imaging, flame detection, and smoke detection technologies, allowing trained personnel to quickly verify potential threats. Once a threat is confirmed, the system will notify facility managers and the City’s Fire Department, and emergency response teams, ensuring a coordinated and timely response.
By pairing this automated detection with human monitoring and verification, Fire Rover helps minimize false alarms, ensures safety, and protects both City personnel and property. The initial cost of installing two thermal camera systems with 90-degree detection zones is $53,000, with $1,100/detection zone monthly monitoring and maintenance costs thereafter.
In accordance with Culver City Municipal Code Section 3.07.055.C, these services are exempt from formal competitive bid requirements as Fire Rover is the sole source for installation of this product that includes human monitoring and verification. The Public Works Department has determined, in writing, after conducting a good faith review that there is only one source for the requested equipment, goods, supply or service. Fire Rover LLC has provided written documentation confirming it is the only company that can provide the specifically desired installation, maintenance, and live monitoring with emergency dispatch for early fire detection on a continuous basis, ensuring faster response time, and protection of City personnel and property, versus other companies that offer remote monitoring with artificially intelligent detection services, which risks oversights that can become dangerous if not tackled immediately. Therefore, this contract qualifies as sole source procurement.
FISCAL ANALYSIS
If approved, funding for this project in the amount of $100,000 will be included in the Proposed Budget for Fiscal Year 2026-2027 in Account No. 20260400.732120 (Refuse Collection Admin. - Department Special Equipment). Funding for the two additional one-year terms in an not-to-exceed $17,000 annually will be included in the proposed budget in future years subject to City Manager approval.
ATTACHMENTS
1. 2026-04-13 - ATT Fire Rover Sole Source Letter
recommended action
MOTION(S)
That the City Council:
1. Approve a three-year professional service agreement with Fire Rover LLC in the amount not-to-exceed $100,000;
2. Authorize the City Manager to approve two additional one-year terms in an additional amount not-to-exceed $17,000 annually;
3. Authorize the City Attorney to review/prepare the necessary documents;
4. Authorize the City Manager to execute such documents on behalf of the City.