REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for a Body-worn Camera Solution (F16-44)
Report
REPORT IN BRIEF
Approval is requested to award a five-year contract to Taser International, Inc. of Scottsdale, AZ in the amount of $1,496,956 ($1,378,095 plus sales tax in the amount of $118,861), to provide a body worn camera (BWC) solution, including software, unlimited digital evidence storage, and conducted electrical weapons (CEWs) otherwise known as Tasers.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, the purchase of body-worn cameras and the associated data storage was solicited through a Request for Proposals (RFP) process. Contracts resulting from RFPs are awarded on best value to the City rather than the lowest bid price, as in the case of an Invitation for Bids (IFB).
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonable foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
A body worn camera (BWC) is a small, lightweight camera worn on an officer’s uniform, capable of capturing video from the officer’s perspective. BWCs are becoming standard throughout law enforcement and their use is supported by the International Association of Chiefs of Police and the California Police Chiefs Association. The video and audio documentation of incidents provided by BWCs may assist both in the prosecution of criminal cases and in proving/disproving alleged policy and/or law violations by staff. The cameras will be used by all officers and supervisors.
On May 21, 2015, the DPS Body Worn Cameras Project was presented at the Budget Workshop for FY 2015/16 and approved for funding in the FY 2015/16 Budget. After budget approval, staff developed the specifications for a Request for Proposals (RFP). In developing the RFP, Public Safety and Information Technology staff sought a solution that would capture video and store the recorded video. Proposers were also asked to address storage of digital evidence from sources such as photos or other forms of media. Request for Proposals No. F16-44 was issued on October 19, 2015 and directly distributed to six potential proposers, as well as being posted on the City’s website. On November 11, 2015, eight proposals were received.
Proposals were evaluated by a committee including members of the Departments of Public Safety and Information Technology. Proposals were evaluated on camera functionality, storage system capability, proposer qualifications and experience, and overall cost/value to the City. Based on their written submittals, three proposers were selected to present demonstrations to the evaluation team onsite.
The RFP was structured to solicit five-year costs for the proposed cameras and storage solution, including all required services, installation, training, and annual maintenance fees.
|
Proposer |
5-Year Cost |
|
Vievu, LLC |
$ 821,774 |
|
Taser International, Inc. |
$1,274,595 |
|
Coban Technologies, Inc. |
$2,402,660 |
The solution option offered by Vievu, LLC included 60 GB of storage per camera with additional costs for overages; Taser International, Inc. and Coban Technologies, Inc. offered unlimited storage. Evidence will be stored in accordance with the City retention schedule related to digital media and are required to be maintained for no less than one year. Any evidence identified as part of an active investigation or identified as critical evidence would be held through adjudication or required statute of limitations. Therefore, the unlimited storage option provides the most viable option for the City. This included an additional nine terabytes of storage for other digital media storage which would allow DPS flexibility to utilize electronic submittal to the District Attorney’s office thus reducing labor efforts from current filing practices.
As part of proposal evaluation and prior to demonstrations, staff determined that the cameras’ battery life offered by Coban Technologies was less than eight hours, which is insufficient capability for the eleven hour patrol shift.
Therefore, Vievu and Taser International were invited to participate in a six-week field test of their solutions. Body-worn cameras were distributed to twelve officers, each of whom used one proposer’s equipment and storage solution for three weeks, and then switched to the other proposer’s equipment. The battery life of the Vievu camera was insufficient for a full patrol shift typically lasting less than nine hours, while the Taser battery lasted throughout the shift. Officers also found the Taser camera and software easier to use than Vievu. Based on the evaluation of the written proposals and the results of the field test, the evaluation committee concluded that DPS’ needs would be best met by Taser International, Inc.
In parallel to the procurement process, the Department of Public Safety (DPS) and Human Resources met and confered with the Public Safety Officers Association (PSOA) on creation of an interim policy for the trial program. At the conclusion of the trial, a review of the policy was conducted where DPS and PSOA agreed to a formal policy. As best practices or industry standards change, both the City and PSOA will continue to meet and confer on acceptable policy modifications.
FISCAL IMPACT
Following the evaluation processes and the City’s selection of the Taser International body-worn camera solution, staff negotiated an “Unlimited Plan” which included a full warranty on the camera equipment, unlimited storage and replacement of the cameras at the 2.5 and 5-year points. The cost for the Unlimited Plan was $79 per officer per month for 225 officers. The total five-year pricing for equipment and service was $1,384,400.
As negotiations were wrapping up, Taser offered a combined “Officer Service Plan” (OSP) which bundled the body-worn cameras with new CEWs carrying a full warranty and replacement at 5 years for an additional $20 per officer per month to $99. The Taser offer included a one-time $90,000 equipment purchase discount.
Although bundling the CEWs was not part of the initial RFP, the offer provides a unique opportunity to replace units not currently under warranty (which now must be individually repaired or replaced as problems occur and are due for replacement in FY 2017/18). Staff recommends consolidating the purchase of the body-worn cameras and CEWs due to the overall value of the Taser offer. The total cost of the five-year contract, including equipment and service, is $1,496,956, and is within budgeted amounts.
The budget established for the BWCs in Project 831660 allotted a total of $5,543,085 for twenty years, or $1,240,808 for five years. The CEW budget is listed at $235,200 in FY 2017/18 for replacement of 210 existing devices, without warranty or additional devices. Fifteen additional devices will be needed for increases in staffing and for trainees. The OSP will provide 210 replacement and 15 new devices as well as full warranty. The CEW portion of the solution will be partially paid for with Asset Forfeiture funds. The balance is budgeted in DPS’ Equipment Replacement Fund 020901 which is funded from the General Fund.
Funding Source
Public Safety Equipment is funded by the City’s General Fund. Asset Forfeiture funds are one-time revenues received through drug and law enforcement activity as allowed by State and Federal asset forfeiture guidelines and are restricted to use for law enforcement purposes. A portion of the CEW replacement is funded by Asset Forfeiture funds with the remainder coming from the General Fund. Future CEW and BWC replacements will be funded from the General Fund.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Award and authorize the City Manager to execute a five-year contract with Taser International, Inc. in the amount of $1,496,956 in substantially the same form as Attachment 1 to the report, to provide a body worn camera solution including software, unlimited digital evidence storage, and conducted electrical weapons.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: David Jensen, Director of Information Technology
Reviewed by: Frank Grgurina, Chief, Public Safety
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Master Services and Purchasing Agreement