Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Sole Source Procurement, and Execute a 5 Year Renewal Contract with Axon Enterprise, Inc. for the Axon Officer Safety Plan 10 Premium; and to Authorize Continued Subscription Service to a Digital Evidence Management System for a Not to Exceed Amount of $1,982,962.35; to Authorize Additional Cumulative Agreement Amendments Up to 10% ($198,296.25); and to Reappropriate $130,859.56 from Fiscal Year 2023-2024 Salary Savings to Fiscal Year 2024-2025 to Account 010-21-002-5311
Staffreport
COUNCIL PRIORITY
• Public Safety
• Fiscal Sustainability and Transparency
• Community Engagement and Outreach
SUMMARY
The Axon Officer Safety Plan 10 Premium contract provides the equipment and services necessary to outfit 100 Police Department field staff with body worn cameras, TASER stun gun devices, five licenses for “Axon Air”, and department access to Axon’s Digital Evidence Management software suite through August 2029.
RECOMMENDATIONS
Staff recommends that the City Council authorize a sole source procurement, which is justified to align with the department’s use-of-force training program. This is the only technology that integrates with the department’s Axon Interview Room recording system, Axon ALPR/Mobile Audio Video (dash cam) system, and Flock ALPR system.
Staff also recommends that Council approve and authorize the City Manager to execute the contract with Axon Enterprise, Inc. for five additional years, through August 2029. with salary savings from Fiscal Year 2023-2024 and reappropriating those funds in Fiscal Year 2024-2025. This action would not impact the current General Fund undesignated fund balance.
BACKGROUND
The use of body worn cameras by police personnel continues to assist in criminal prosecutions, mitigation of legal risk, reviews of employee use-of-force incidents and alleged employee misconduct. In addition, the unlimited digital storage management system for Axon videos as well as third party system videos, provides an industry standard digital storage management solution for all electronic evidence and a software as a service to address changes to the California’s Public Records Act that impact the release of body worn camera footage.
San Leandro Police Department field personnel averaged approximately 84,000 incidents annually over the last five years (measured from Calendar Year 2019 through 2023). Mitigation and defense of civil liability and allegations of police misconduct consume considerable resources for police departments throughout the United States; the San Leandro Police Department is no exception.
Analysis
Staff evaluated the current body worn camera and TASER device program and equipment inventory. Staff concluded that the Axon Officer Safety Plan 10 Premium that includes Axon body worn cameras and TASER devices continue to meet the Police Department’s operational needs.
The Axon Officer Safety Plan 10 Premium provides a secure and digital cloud storage management system that has functionality to allow for audio transcription, and footage redaction to comply with recent legislative changes to the California Public Records Act. Additionally, it provides for:
• Two body worn camera upgrades for 100 personnel during the contract term
• Unlimited secure Axon digital storage
• Redaction tool
• 100 Upgraded Tasers (upgrade from previous contract)
• Unlimited 3rd party digital storage (upgrade from previous contract)
• Auto-Transcription (upgrade from previous contract)
• Virtual Reality Training (upgrade from previous contract)
• My90 Survey Tool (upgrade from previous contract)
• 5 Axon Air licenses
Staff researched other providers and found none could integrate with the department’s Axon Interview Room recording system, Axon ALPR/Mobile Audio Video (dash cam) system, and Flock ALPR system.
Staff also found that an abrupt change to body worn camera and TASER technologies would pose significant challenges regarding long established training protocols. The Police Department’s Professional Standards and Training Unit sets departmental training plans for each calendar year, including use-of-force training to comply with state mandated trainings from the California Peace Officers’ Standards and Training (POST) Agency. That training program delivers a controlled environment where field personnel work repeatedly at muscle memory activities to ensure safe deployment in stressful environments. Changing equipment platforms to another vendor after five years of daily use disrupts that consistency and thus would open the City to potential liability.
Current Agency Policies
• San Leandro Police Lexipol Policy 300 - De-Escalation and Use of Force
• San Leandro Police Lexipol Policy 304 - Conducted Energy Device
• San Leandro Police Lexipol Policy 426 - Portable Audio/Video Recorders
• San Leandro Police Lexipol Policy 439 - Mobile Audio Video System
Previous Actions
• Resolution 2013-127 - Axon TASER device purchase
• Resolution 2014-040 - Axon TASER Body Worn Camera Program Inception
• Resolution 2014-110 - Axon TASER device Integration (IT)
• Resolution 2015-159 - Axon TASER Appropriations
• Resolution 2016-125 - Axon TASER Budget Adjustment for Subscription Fees
• Resolution 2016-155 - Axon TASER Purchase of Additional Body Cameras
• Resolution 2019-096 - Axon TASER & Body Worn Camera 5-year Contract Renewal
Financial Impacts
This renewal contract will cost $1,982,962.35 over five (5) fiscal years. The total fiscal impact reflects what staff believes will be the true cost to the City. Staff recommends funding the contract with $130,859.56 in salary savings from Fiscal Year 2023-2024 and reappropriating the funds in Fiscal Year 2024-2025 into Account 010-21-002-5311. $306,181.05 is also available in Account 688-13-001-5310. Therefore, this action will not impact the current General Fund undesignated fund balance. Approximately, $80,000 annually will need to be appropriated in future budget years to fully fund the contract.
Fiscal Year 2024-2025 (Year #1 Total: $437,040.61)
• $306,181.05 from Account 688-13-001-5310
• $130,859.56 from Account 010-21-002-5311
Fiscal Year 2025-2026 (Year #2 Total: $386,480.47)
• $386,480.47 from Account 688-13-001-5310
Fiscal Year 2026-2027 (Year #2 Total: $386,480.47)
• $386,480.47 from Account 688-13-001-5310
Fiscal Year 2027-2028 (Year #2 Total: $386,480.47)
• $386,480.47 from Account 688-13-001-5310
Fiscal Year 2028-2029 (Year #2 Total: $386,480.47)
• $386,480.47 from Account 688-13-001-5310
ATTACHMENTS
A: Axon Resolution
B: Axon Sole Source Letter
C: Axon Officer Safety Plan 10 Premium Coverage
D: Axon Quote
PREPARED BY: Luis Torres, Asst. Police Chief, Police Department