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CC - Approval of a Purchase Order with Commline Inc. for the Purchase of 50 Body Worn Cameras with Warranty Package and 15 Secondary Cameras with Warranty Package, in an Amount Not-to-Exceed $67,475.43.
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Meeting Date: November 14, 2016
Contact Person/Dept: Lt. Jason Sims/ Police Department
Phone Number: (310) 253-6321
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/09/16);
Department Approval: Chief Scott Bixby (11/03/2016)
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RECOMMENDATION
Staff recommends the City Council authorize a purchase order with Commline Inc. for the purchase of 50 Body Worn Cameras with a 5-Year warranty package and 15 Secondary Cameras with a 5-Year warranty package, in an amount not-to-exceed $67,475.43.
BACKGROUND:
On December 8, 2014, City Council approved an agreement with Commline, Inc. in the amount of $636,426 for the purchase, installation and maintenance of the Police Department’s Panasonic Arbitrator In-Car Camera System. In 2015, the In-Car Camera System was implemented. The Arbitrator In-Car Camera System program has been extremely successful and the system has proven to be effective and reliable.
During 2016, the Police Department field tested three different Body Worn Cameras: Panasonic, TASER, and Watch Guard. The functionality, durability, and recording quality for all three of the aforementioned Body Worn Cameras are very similar. What sets the Panasonic Arbitrator Body Worn Camera apart from the other two products is the fact that the camera will fully integrate with the Police Department’s Patrol Vehicle In-Car Camera Systems. This means that both the In-Car camera system and the Police Department’s Body Worn Cameras will activate simultaneously with pre-existing automatic activation triggers; helping to ensure that both are activated when most appropriate. Video from both In-Car and Body Worn Cameras will be managed by the preexisting Arbitrator 360 Back-End Client; making storing, viewing, and saving of video efficient and straightforward. The Police Department is currently collaborating with the City Attorney’s office to draft a policy relating to the Body Worn Camera system, including, but not limited to, storage, usage, disclosure, etc.
The use of Body Worn Cameras is meant to augment the Police Department’s In-Car Camera program to accomplish the following:
• Document events during contacts, arrests and critical incidents to clearly identify suspects and their vehicles.
• Record incidents for criminal and civil investigations, for mitigation of personnel complaints, and for review purposes and officer training.
• Vividly replay those incidents for prosecutors and courts, thereby increasing rates of convictions for violations of the law.
DISCUSSION:
Police Department staff worked with the Finance Department to conduct an open and competitive Invitation for Bids (#1609), soliciting price proposals for 50 Panasonic Arbitrator Body Worn Cameras (BWC) which include 15 second (tactical) camera attachments. The following four responses were received:
1. Commline Inc………………………………………………………...$67,475.43
2. VAS Security Systems Inc………………………………….………$91,188.13
3. Hackett Security inc. (Did not Meet Bid Specifications)……...$44,210.00
4. CDW…………………………………………………………….(Declined to Bid)
Hackett Security’s bid was disqualified as they submitted a bid for a camera that was outside of the bid specifications. CDW submitted a letter of declination to bid.
Of the two remaining bids, Commline Inc. was the lowest responsive and responsible bidder.
FISCAL ANALYSIS
The City Council Adopted Budget for Fiscal Year 2016/2017 includes $320,000 for new body worn cameras and annual maintenance agreement services; $300,000 Departmental Special Equipment (10140200.732120) and $20,000 Subscriptions (10140200.517100).
For seamless integration with the Panasonic Arbitrator system, the Police Department will request, at a later date, City Council approval to amend Commline’s contract to include integrating the body cameras with the Panasonic Arbitrator In-Car Camera system in an amount not-to-exceed $252,500.
ATTACHMENTS
Commline Inc. quote
MOTION
That the City Council:
1. Approve a purchase order with Commline Inc. for the purchase of 50 Body Worn Cameras with warranty package and 15 Secondary Cameras with warranty package, in an amount not-to-exceed $67,475.43; and
2. Authorize the Purchasing Officer to issue such Purchase Order.