Title
Staff Report for a Resolution Approving the Sole Source Purchase of Ten (10) Additional Body Worn Digital Video Cameras for $30,094.96 under the Existing TASER International Contract and City Council Approval of an Appropriation of $30,094.96 from the Police Special Grant Fund - Frontline Enforcement Program Fund Balance
Staffreport
SUMMARY AND RECOMMENDATIONS
The utilization of body worn cameras by police personnel assists in criminal prosecution and risk management. In accordance with prior City Council approval, the department deploys 80 body worn cameras to field staff officers and support personnel.
Staff recommends that the City Council make a finding under California Public Contract Code section 3400(c)(2) that to match existing equipment and systems currently in use, a sole source procurement is justified, and that the City Manager or his designee is authorized to make a purchase of an additional ten (10) body worn digital video cameras through an amendment to the pre-existing contract with TASER International to align with this recommendation. Staff also recommends that the City Council approve the transfer of $30,094.96 from the Supplemental Law Enforcement Services Fund (SLESF) grant (aka “Frontline”) fund balance to make this purchase.
BACKGROUND
The San Leandro Police Department handles an average of 90,000 calls for service per year. Risk management issues and allegations of police misconduct consume considerable resources for police departments throughout the United States and the San Leandro Police Department is no exception. With the advent of cellular telephones with photo and video capabilities, recorded documentation of an event can be captured by citizens after police action has begun and often does not provide a complete depiction of the incident, particularly from the officer’s perspective.
Given this environment, a digital body camera program is essential in effectively balancing community interest and officer safety. The body worn camera program was initially implemented two years ago, and a contract clause allows for an upgrade to current technology.
Analysis
On May 5th, 2014, Council approved Resolution 2014-040, the original TASER Axon contract not to exceed $441,306.82 over a five (5) year period for eighty (80) body worn digital video cameras and digital management system. The TASER contract broke down as $127,797.08 in the first year and $78,377.44 in each subsequent year. Staff requests an amendment to add $30,094.96 to the original amount, for a new contract total not to exceed $471,401.78. The additional cameras will add $11,939.01 to the 2016 contract total and $9,060.00 each subsequent year. The total cost per unit is approximately $1,200, including all accessory equipment, licensing, and applicable taxes.
The department currently deploys 80 TASER Axon body cameras for field services, including patrol and investigations work. The department has some staff in certain positions who are currently sharing devices. The supply of functional body camera devices is currently insufficient to meet the demand. This contract amendment will outfit two (2) criminal investigators, one (1) Professional Standards Sergeant, and three (3) Patrol Lieutenants with an assigned device. The remaining four (4) devices will be kept in reserve to serve as back-up cameras during any equipment repairs. This would bring the total number of body cameras to 90 with four (4) in reserve. (Taser International also loaned the City 2 additional body cameras as back-ups, and must be returned when required.)
Additionally, the cameras have been deployed for two years and the battery life in each unit has diminished, as is common with any rechargeable battery-powered technology. TASER covers camera maintenance and defects under the warranty; however, the loss of battery power over time is not covered under the warranty. Any devices that cannot hold a charge for one full shift is less than optimal.
The TASER contract provides an opportunity to trade in all existing equipment for new, updated equipment at no cost. The latest TASER Axon device is a newer version of the current camera in use, with improved video capture capabilities and battery life. It is not cost effective to replace the batteries of the existing units given the contract options stated above. Also, the existing contract allows the City to add devices to the existing contract with no penalty or requirement to purchase additional storage space for digital footage. The cloud-based storage with Evidence.com shares the bulk of the contract cost for this program, not the individual devices. The additional units would be deployed immediately upon upgrade, which is set to occur in December, 2016. Therefore, the department requests approval for a sole source procurement justification for the additional cameras from TASER.
Legal Analysis
The City Attorney previously reviewed and approved as to form the Department Policy for Use of Body Worn Cameras, the Purchasing Contract, and the Professional Services Agreement for TASER International, dating back to the original staff report from May 5th, 2014.
Fiscal Impact
There will be no fiscal impact to the general fund. Project funding would come from the Supplemental Law Enforcement Services Fund (SLESF) grant-a restricted grant fund for specified law enforcement projects.
Budget Authority
Staff recommends the Council authorize an appropriation of $30,094.96 from the SLESF grant (aka “Frontline”) fund balance, to the 150-21-011 account. The department is authorized to use these “Frontline” grant funds for projects that enhance service delivery of frontline law enforcement professionals. This technology project satisfies SLESF grant funding requirements.
ATTACHMENTS
• TASER International Quotation (Q-28058-4)
• TASER Sole Source Justification
PREPARED BY: Scott Koll, Police Business Manager