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CC - (1) Pursuant to Culver City Municipal Code Sections 3.07.075(E)(3), Waiver of Formal Competitive Bidding Procedures; and (2) Approval of a Professional Service Agreement with Commline Inc. to Purchase, Install, Integrate, and Service Body Camera Equipment in Certain Police Vehicles and Throughout the Police Department in an Amount Not-to-Exceed $254,176.97.
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Meeting Date: December 12, 2016
Contact Person/Dept: Lieutenant 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 (12/07/16);
Department Approval: Chief Scott Bixby (11/29/16)
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RECOMMENDATION
Staff recommends the City Council (1) pursuant to Culver City Municipal Code Section 3.07.075(E)(3), waive the formal competitive bidding procedures; and (2) approve a professional service agreement with Commline Inc. for the purchase, installation, integration, and service of body camera equipment in certain police vehicles and throughout the Police Department in an amount not-to-exceed $254,176.97.
BACKGROUND
In FY 14/15, Police Department staff worked with City Finance and conducted an open and competitive Request for Proposal (RFP) process for the purchase, installation, and maintenance of Panasonic Arbitrator in-car camera systems. At the conclusion of that process, Commline Inc. was awarded the contract. Commline Inc. subsequently installed the Arbitrator system in 26 of the Department’s police vehicles, and the requisite hardware throughout the Department. Following the completion of the installation process, Commline Inc. has been under contract to service the aforementioned hardware and systems.
In FY 16/17, the Police Department was approved funding in the amount of $320,000 for the purchase, installation and implementation of a body worn camera (BWC) system. Police Department Staff field tested several BWCs and determined that the Panasonic Arbitrator BWC was the best fit for the Department, as it fully integrates with the existing Panasonic Arbitrator In-Car Camera systems. In the same fiscal year, staff again worked with the Finance Department and conducted an open and competitive Request for Bids (RFB) for 50 Arbitrator BWCs and fifteen secondary cameras, which work in conjunction with the primary BWC and will be worn on the helmets of officers who ride motorcycles. Commline Inc. was the lowest responsive and responsible bidder and, after obtaining Council approval in November of 2016, they were subsequently awarded the bid in the amount of $65,823.03.
DISCUSSION:
The use of Body Worn Cameras is meant to augment the Police Department’s In-Car Camera program and 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.
• Improve Departmental accountability, transparency, and preserve public trust.
As discussed above, the Arbitrator BWCs will fully integrate and augment the Police Department’s already existing Arbitrator In-Car Camera System, which is already being maintained and serviced by Commline under an existing agreement.
In general, Culver City Municipal Code (CCMC) Section 3.07.085 exempts professional services from the formal competitive bid process. However, pursuant to CCMC Section 3.07.050, where the same consultant has been utilized for a period of five years, the formal bidding procedures shall apply unless waived by the City Council. In this case, given Commline’s knowledge and experience with the Arbitrator In-Car Camera System, staff is requesting the City Council waive this requirement, in accordance with CCMC Section 3.07.075.E.3, finding it impractical to require formal competitive bidding procedures and in the City’s best interest to authorize a negotiated contract.
Regarding the needed equipment that will be installed to integrate the Arbitrator BWCs with the Arbitrator In-Car Camera System, the purchase of such equipment is exempt from the formal bid process, pursuant to Culver City Municipal Code Section 3.07.045.B, as it is a component for equipment or a system of equipment previously acquired by the City, and is necessary to repair, maintain or improve the City’s utilization of the equipment.
Commline Inc. estimates the cost of this project to be $182,897.93, which includes: hardware, installation, licensing, and warranties. As with any major project of this size and complexity, there may be some unforeseen expenses. As a precaution, staff would ask for contingency funding in the amount of $71,279.04, which will be the remainder of the $320,000.00 budget for this project after subtracting the purchase of the BWCs ($65,823.03) and the installation and maintenance costs ($182,897.93).
Police Department staff has found Commline Inc. to be highly responsive to the Department’s needs and their work product to be of the highest quality. Based on this, and the facts described above, staff recommends the City Council approve a professional service agreement with Commline Inc.
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).
A Purchase Order in the amount of $65,823.03 has been issued to Commline, Inc. to purchase 50 Body Worn Cameras with warranty package and 15 Secondary Cameras with warranty package. There are funds available in the amount of $254,176.97 for the installation, integration and maintenance costs.
ATTACHMENTS
1. 2016-12-14 - ATT Commline, Inc. Quote
MOTION
That the City Council:
1. Approve a professional services agreement with Commline, Inc. to purchase, install, integrate, and service body camera equipment in certain police vehicles and throughout the Police Department in an amount not to exceed $254,176.97.
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.