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CC - Approval of Amendments to the Existing Agreements with Commline, Inc., for (1) Support and Maintenance Services for the Mobile Data Computers and the Panasonic Arbitrator 360 HD In-Car Mobile/Audio Video Systems in an Additional Amount Not-to-Exceed $67,212.00 and Extending the Term through September 14, 2022; and 2) Support and Maintenance Services for the Body Worn Cameras in an Additional Amount Not-to-Exceed $63,150.00 and Extending the Term through August 31, 2022
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Meeting Date: July 13, 2020
Contact Person/Dept: Hoa Diep/ Information Technology-Public Safety
Phone Number: (310) 253-6266
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: []
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (07/08/2020);
Department Approval: Acting Police Chief Manny Cid (07/02/2020)
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RECOMMENDATION
Staff recommends the City Council approve amendments to the existing agreements with Commline, Inc. for (1) support and maintenance services for the Mobile Data Computers and the Panasonic Arbitrator 360 HD In-Car Mobile Audio/Video Systems in the police vehicles in an additional amount not-to-exceed $67,212.00 and extending the term through September 14, 2022; and (2) support and maintenance services for the Body Worn Cameras in an additional amount not-to-exceed $63,150.00 and extending the term through August 31, 2022.
BACKGROUND/DISCUSSION
In September 2015, the City Council approved a five-year agreement with Commline, Inc., for support and maintenance of the Mobile Data Computers (MDC) and the Panasonic Arbitrator 360 HD In-Car MAV (Mobile Audio/Video) Systems. The services under the agreement include troubleshooting any hardware/software related issues, replacement of non-repairable hardware, and software upgrades.
The MDC provides officers in the field access to Department of Justice and Los Angeles County resources and allows the South Bay Regional Public Communications Authority (SBRPCA) the ability not only to dispatch officers to calls through radio but via a software installed in the MDC called, Tiburon.
In September 2017, the City Council approved a three-year agreement with Commline, Inc., for the support and maintenance of the Body Worn Cameras (BWC). The services under the contract include integration with the MAV system, troubleshooting hardware related issues, and replace of non-repairable hardware.
The MAV and BWC technology is beneficial to document events during contacts, arrests, and critical incidents, to clearly identify suspects and their vehicles; record incidents for criminal and civil investigations, mitigate personnel complaints, and for review purposes and officer training. The ability to replay those incidents for prosecutors and courts provides additional evidence in court proceedings.
Commline, Inc., has proven their reliability and prompt responses when called upon to support the MDC, and/or MAV systems. It is more cost effective to continue services with Commline, Inc., as they are intimate with the intricacies of the systems and the infrastructure that tie all these systems together. To invite another vendor to support these systems and infrastructure would be burdensome to staff as it will take many staff hours to train and get the vendor up to speed as to how all the systems and infrastructure integrate with one another.
Pursuant to Culver City Municipal Code Section 3.07.055.E, bidding requirements shall not apply where items to be purchased are computer software, hardware maintenance services or software maintenance services. As such the procurement of the services for each of these agreements is exempt from the competitive bidding process.
FISCAL ANALYSIS
The City Council Adopted Budget for Fiscal Year 2020/2021 includes $65,181.00 for the
first fiscal year Agreement Amendments to support and maintain the Mobile Data Computers and the Panasonic Arbitrator 360 HD In-Car Mobile Audio/Video Systems in the police vehicles and support and maintain the body worn camera system (10140200.619800). Funding for future fiscal years will be requested during budget adoption.
ATTACHMENT(S)
None.
MOTION(S)
That the City Council:
1. Approve an amendment to the existing agreement with Commline, Inc. for support and maintenance services for the Mobile Data Computers and the Panasonic Arbitrator 360 HD In-Car Mobile Audio/Video Systems in the police vehicles in an additional amount not-to-exceed $67,212.00, and extending the term through September 14, 2022; and
2. Approve an amendment to the agreement with Commline, Inc., for support and maintenance services for the Body Worn Cameras in an additional amount not-to-exceed $63,150.00 and extending the term through August 31, 2022; and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.