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CC - ACTION ITEM: Approval of a Ten-Year Agreement with Axon to provide Body-Worn Cameras (BWC), In-Car Cameras (Fleet), Less Lethal Electronic Control Devices (Taser Systems), and Software Products in an Amount Not-to-Exceed $4,900,000.
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Meeting Date: September 23, 2024
Contact Person/Dept.: Asst. Chief Troy Dunlap/Police Department
Phone Number: (310) 253-6396
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [X] No []
Public Notification: (E-Mail) Meetings and Agendas - City Council (09/17/2024)
Department Approval: Jason Sims, Police Chief (07/22/2024) _____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve a ten-year agreement with Axon Enterprises (Axon) to provide Body-Worn Cameras (BWC), In-Car Cameras (Fleet), Less Lethal Electronic Control Devices (Taser Systems), and software products in an amount not-to-exceed $4,900,000.
BACKGROUND
In 2017, the Culver City Police Department (CCPD) received approval for funding to purchase, install, and implement a body-worn camera (BWC) and In-Car camera program. Police Department staff have been utilizing the same camera equipment since that time. The BWCs currently being used by CCPD staff are at their end of life and lack advanced technological features found in modern-day cameras.
Over the last several months, CCPD staff field-tested several body-worn camera systems from a variety of companies. As a result of the field-testing, staff determined that the Axon products and services performed the best and were the best fit for the Department. Axon offers a bundle (Officer Safety Plan 10 Premium) that includes BWCs, In-Car cameras, and Electronic Control Devices, along with software products that are not currently offered by any other company in the market. Axon is the only company that can provide a robust set of software products to maximize and administer the BWCs footage and electronic evidence.
While researching Axon products, the Department learned that the following local agencies currently utilize Axon BWC and In-Car camera products:
• LAPD
• LASD
• Manhattan Beach PD
• Torrance PD
• Santa Monica PD
• Beverly Hills PD
DISCUSSION
Axon is the sole source provider for its line of equipment, which is considered proprietary. Department staff searched for alternate products, but no other company in the market provides BWCs, In-Car cameras, Electronic Control Devices (Tasers), and software products as a bundle. Staff determined that Axon is the only company that can provide a robust software package to maximize and administer the BWCs footage and digital evidence. Additionally, Axon offers four free automatic hardware upgrades as technology evolves. This amounts to one hardware upgrade per product, every 2.5 years. This upgrade program will reduce the cost of having to purchase newer equipment as the technology progresses.
Axon offers the following software options that will greatly increase the effectiveness and efficiency of the Department:
• Cloud-based data and evidence management system that makes it easy to manage, access, and share data, while maintaining security and chain of custody;
• Real-time alerts, live maps, and access to live streams from an evidence management system and Axon mobile application;
• Redaction assistance that significantly reduces manual work and avoids human error ensuring accurate and complete redacted evidence;
• Streamlined reviews of body-worn cameras policy performance in near real-time, to identify areas to improve training and establish clearer policies;
• Community reporting feature that invites individual witnesses to submit photos and videos of an incident directly to CCPD;
• Mobile application feature built to easily record photo, audio, and video evidence without leaving the scene;
• Records management system that modernizes CCPD ability to create reports, respond to calls for service and engage with community members;
• Streamlined report-writing solution for high-risk officer-involved events such as use-of-force, provide clear task delegation and automated reminders, and offer robust data management capabilities;
• Auto transcribe and transcription solutions that would automate evidence review and transcription and produce court-ready transcripts in a fraction of the time and cost required by human transcription;
• Auto-tagging video evidence with metadata to help streamline and store evidence properly and more accurately;
• VR headset training allows Officers to navigate real-world scenarios through immersive content, allowing Officers to train anywhere, anytime; and
• Unlimited digital evidence storage which can be used to house evidence from sources outside of Axon.
Department staff was unable to find another company that could provide comparable software services. Per the Culver City Municipal Code Section (CCMC) 3.07.055.E. computer software, hardware maintenance services and software maintenance services are exempt from bidding requirements. In addition, CCMC 3.07.055.C. purchases are exempt from bidding when there is only one source for the required equipment, good, supply or service.
Since 2017, the use of BWCs and in-car cameras have been used to provide a variety of enhancements to increase the overall effectiveness, efficiency, and professionalism of the Police Department. Some of those include:
• Enhancing departmental accountability and transparency;
• Assisting in collecting evidence; and
• Improved training and continued professional development.
The cost of the project includes hardware, software, installation, licensing, and warranties for the life of the contract. The majority of the annual cost is associated with the software and software maintenance services provided. Additionally, Axon Enterprises has a training cadre that will spend one week with CCPD staff to ensure that all staff have the necessary training on the new products. Axon Enterprises will also provide CCPD with a liaison who is available 24/7 to assist with any technical issues that may arise.
CCPD staff have found Axon Enterprises, and its representatives, to be extremely responsive to the Department’s needs and its work product is of the highest quality. Based on this, and the information provided above, staff recommends the City Council approve an agreement with Axon Enterprises.
FISCAL ANALYSIS
The ten-year agreement cost will not exceed $4,900,000. The contract includes 100 Axon 4 Body-Worn Cameras, 30 In-Car Fleet Cameras, 30 Taser 10-series electronic control devices, and the above-listed software products. Installation and maintenance of all equipment will be provided by Axon Enterprises. The annual cost of the agreement is $490,000.
The Adopted Budget for Fiscal Year 2024-2025 includes a total of $240,000 in funding for the first year of the ten-year agreement $40,000 in Account No. 10140200.732120 (Operating Bureaus - Department Special Equipment) which can be found in the Police Department section of the budget book in Operating Bureaus capital expenditures and $200,000.00 in Account No. 41440943.732120 (-BJA Body-Worn Camera PIP - Department Special Equipment) which can be found in the Police Department section of the budget book under BJA Body-Worn Camera PIP capital expenditures. There is additional funding in the amount of $250,000 in Account No. 10140200.732120 (Operating Bureaus - Department Special Equipment) in Fiscal Year 2023-2024 that was planned for this purpose and can be carried forward. This will ensure that there is sufficient funding for the first year of this agreement. Funding for future years of the agreement will be included in future fiscal year budgets.
ATTACHMENTS
1. 2024-09-23 - ATT - Axon Officer Safety Plan 10 Premium
2. 2024-09-23 - ATT - Axon Sole Source Letter
3. 2024-09-23 - ATT - Axon Master Services and Purchasing Agreement
MOTIONS
That the City Council:
1. Approve a ten-year agreement with Axon Enterprise to provide body-worn cameras, in-car cameras, electronic control devices, and Axon Enterprise proprietary software in an amount not to exceed $4,900,000; and
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.