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CC - CONSENT ITEM: Approval of Amending and Combining the Existing Three Agreements with Commline, Inc. for Support and Maintenance Services for the Mobile Data Computers, Body Worn Cameras, and the Panasonic Arbitrator 360 HD In-Car Mobile/Audio Video Systems into one Agreement Amendment with an Additional Amount Not-to-Exceed $222,989.00 and Extending the Term through August 31, 2024.
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Meeting Date: August 8, 2022
Contact Person/Dept.: Hoa Diep/ Information Technology - Public Safety
Phone Number: (310) 253-6266
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [X] No []
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (08/03/2022)
Department Approval: Manuel Cid, Police Chief (07/26/2022)
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RECOMMENDATION
Staff recommends the City Council Staff approve amending and combining the existing three agreements with Commline, Inc. (Commline) for Support and Maintenance Services for the Mobile Data Computers (MDC), Body Worn Cameras (BWC), and the Panasonic Arbitrator 360 HD In-Car Mobile/Audio Video Systems (MAV) in an additional amount not-to-exceed $222,989.00 and extending the term through August 31, 2024.
BACKGROUND/ DISCUSSION
The three existing agreements with Commline consist of the following:
• Agreement for service and support for BWC, executed in 2018 and expiring February 28, 2023;
• Agreement for installation and technical support for MAV and MDC, executed in 2015, amended in 2020, and expiring on September 14, 2022; and
• Agreement for installation, integration, and service of BWC equipment, executed in 2017, amended in 2020 and expiring on August 31, 2022.
The services under the existing agreements identified above 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.
The MAV and BWC technology are 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, has proven its 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, as they are intimate with the intricacies of the systems and the infrastructure that tie all these systems together. Commline is currently the only certified integrator of the Panasonic Arbitrator product line in the Southern California area. 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 the agreement are exempt from the competitive bidding process.
FISCAL ANALYSIS
The City Council FY2022/23 Adopted Budget includes $108,058.00 for the support and maintenance services for the MDC, BWC and MAV in Account # 10140200.600200 (Police - R&M Equipment). Funding for the remainder of the agreement term will be included in future fiscal year budgets.
ATTACHMENTS
1. 2022-08-08 - Letter from Panasonic Stating Commline, Inc as the only Certified Integrator in the Southern California area
MOTIONS
That the City Council:
1. Approve amending and combining the existing three agreements with Commline Inc. for support and maintenance services for the Mobile Data Computers, Body Worn Cameras, and the Panasonic Arbitrator 360 HD In-Car Mobile/Audio Video systems in an additional amount not-to-exceed $222,989.00 and extending the term through August 31, 2024; 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.