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CC - Approval of Purchase Order with FARO Technologies Inc. for the Purchase of One (1) X-330 HDR Laser Scanner Including Software, Accessories, Extended 3-Year Warranties, and Training in an Amount Not-to-Exceed $104,025.00.
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Meeting Date: April 11, 2017
Contact Person/Dept: Lt. Heidi Hattrup/Police Department
Phone Number: 310-253-6109
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [x] Action Item: [] Attachments: [x]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (04/04/17);
Department Approval: Chief Scott Bixby (03/28/17)
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RECOMMENDATION
Staff recommends the City Council approve a purchase order with FARO Technologies Inc. for the purchase of one (1) X-330 HDR Laser Scanner including software, accessories, extended 3-year warranties, and training in an amount not-to-exceed $104,025.00.
BACKGROUND
In 2012, the Culver City Police Department (CCPD) purchased a previously used Nikon Total Station DTM-322 for serious/fatal traffic accident scene processing. CCPD Traffic Investigators utilize the Total Station laser to accurately take measurements at the scene of serious injury/fatal collisions. Crime scenes, however, are currently processed by Forensic Technicians taking hand measurements with tape measures or wheeled measuring devices. Hand measurements are fairly subjective, time consuming, labor-intensive, and dependent on the skills of the operator.
The Total Station is an accurate method of taking measurements at an accident scene. However, it is time consuming and labor-intensive, and takes at least two people to operate (three depending on the situation). The Total Station generally requires the entire roadway to be closed while the investigation is conducted because investigators set up in a single location to record measurements (it is overly difficult and time consuming to move the station and sync measurements between multiple locations). In the case of accidents in the middle of roadways, investigators are further limited in their ability to move the Total Station without keeping traffic stopped/diverted for lengthy periods of time.
The Total Station obtains a limited amount of documentation at the scene mostly dependent on the investigators. The diagramming of the scene is then limited only to evidence and aspects of a scene that seem pertinent to investigators at the time of response. The Total Station does not allow investigators to revisit the actual scene at later time. The diagram is usually limited to a two-dimensional (2D) product with no availability to obtain an adequate overall perspective of the scene. The longevity of maintaining this information is also difficult because of the format in which the measurements were taken. The repeatability of the diagram measurements are also very difficult to obtain because they are usually taken from a common locations in the scene which includes roadways, buildings, light poles or other geographical items at the scene which are often changed or removed over time.
DISCUSSION
Technology has far surpassed the capabilities of the Total Station currently used by CCPD Traffic Investigators. It is desirable to acquire a 3D laser scanner that enhances serious traffic investigations, reduces field time and traffic diversion/blockage, and can also be utilized by Forensic Technicians for high-profile crime scenes.
The FARO 3D Laser Scanner allows crime scene and accident investigators to capture the entire scene, including evidence and all relevant aspects of the scene usually in minutes. The FARO 3D Laser Scanner captures all of the information regardless of whether or not the information is observed or recorded by the investigator at the time of the original response to the scene. The information is then captured in a digital format that gives you the ability to view and revisit the original scene anytime necessary. The FARO 3D laser scanner ensures the longevity and preservation of the scene and provides crime scene units with unprecedented abilities to evaluate the scene and evidence in a holistic manner. Faro 3D Laser Scanners are currently utilized by nearby police departments including Beverly Hills, Long Beach, Irvine, Newport Beach, Orange, Anaheim, San Diego, and Oceanside.
The FARO 3D laser scanner can be operated by one person for both crime and accident scenes. For serious traffic accident/fatal scenes the FARO 3D Laser Scanner does not require the whole roadway to be closed. If the entire roadway has to be closed it reduces the time from many hours to a single hour or less depending on the situation. This greatly reduces the investigating officer’s exposure to traffic hazards and significantly limits the amount of time traffic has to build up due to road closures.
Culver City Municipal Code Section 3.07.045.C states that the competitive bidding requirements shall not apply “when the requesting department determines, in writing, after conducting a good faith review of the available sources, that there is only one source for the requested equipment, good, supply or service.” Faro has provided written documentation (Attachment 1) confirming it is the only company that can provide the specifically desired 3D Laser Scanner technology at this time. Therefore, this purchase qualifies as sole sourcing.
FISCAL ANALYSIS
The City Council Adopted Budget for Fiscal Year 2016/2017 includes $104,025.00 for the purchase of one (1) 3D Laser Scanner and software solution (41640454.732120).
ATTACHMENTS
1. 2017-04-11 - ATT FARO Technologies, Inc. Sole Source Letter for FARO Focus Laser Scanner
MOTION
That the City Council:
1. Approve a Purchase Order for the procurement of one (1) 3D Laser Scanner X-330 HDR and software from FARO Technologies Inc. in an amount not-to-exceed $104,025.00; and
2. Authorize the Purchasing Officer to issue such Purchase Order.