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sr-030910-1eCity Council Meeting: March 9, 2010 Agenda Item: ~'".E To: Mayor and City Council From: Jory Wolf, Chief Information Officer Subject: Mobile Video System Purchase Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a contract with Insight Public Sector, Inc. for the purchase and maintenance of a mobile video system for the Police Department in an amount not to exceed $275,000. Executive Summary In October 2005, the Police Department purchased a mobile video system for use in police vehicles. The system was funded by the Federal COPS Technology Grant program. The system has proven effective by providing valuable video evidence used in criminal prosecutions and has helped protect the City from liability by documenting the actions of Police Officers. The system has exceeded its useful life and replacement parts are no longer available to repair malfunctioning equipment. The purchase of a replacement system will ensure continued operation of this valuable tool utilized by the Police Department. Background The existing mobile video system has repeatedly proven effective in documenting the actions of suspects committing criminal activity and the routine course of business conducted by the Police Department. The system has also proven effective in providing real-time information to the Emergency Operations Center during critical incidents. The existing system is five years old and has exceeded its expected useful life. The original equipment manufacturer is no longer in business and replacement parts are no longer available. The Police Department has been awarded $246,000 under the Federal COPS Technology Grant program for mobile technologies uses. 1 Discussion The proposed replacement system, the Panasonic Arbitrator 360, manufactured by Panasonic, Inc., includes all of the same features and functions available in the existing system, as well as many enhancements. The system supports the automated upload of video from police vehicles thereby eliminating the need for staff to manually transfer video. The system also supports streaming of live video and audio from multiple police vehicles simultaneously, thereby improving command and control during critical incidents. Additionally, live streaming video can be delivered to the City's Emergency Operations Center when the Emergency Operations Center is activated. The Panasonic Arbitrator 360 system seamlessly integrates with the Police Department's existing databases and systems. It is anticipated that the replacement system will have a useful life of five years. The existing policies governing the retention, review and release of video by the Police Department remain in place and will not change as a result of this purchase. Insight Public Sector Inc.'s pricing of $275,000 is based on the U.S. Communities Contract number. RQ09-997736-42B, which was competitively bid in May 2009 and is valid through April 2013. Ordinance Number 1998 (CCS), Section 5, paragraph 2.24.080 (a) of the Santa Monica Municipal Code allows. exception to competitive bidding when goods or services have been competitively bid by another federal, state or county government as in this case. The pricing from Insight Public Sector Inc. is better than the pricing available through the U.S. Communities contract. The cost for the purchase of the. mobile video system including a one year warranty is $275,000. The Federal COPS Technology Grant is a no-match grant. However, the cost of the system exceeds the funding provided by the grant. Therefore, the costs that exceed the amount of the grant will be paid using Asset Seizure funds. 2 Financial Impacts & Budget Actions The cost for the purchase of the mobile video system and the first year of maintenance is $275,000. Funds in the amount of $212,600 are available in account 020068806.589000, Federal COPS Technology Grant, and in the amount of $62,400 in account 21304.588500, Asset Seizure Fund. Subsequent annual maintenance costs are $10,760, and funding is available in the Police Department's MOE budget, subject to Council approval of future years budgets. Prepared by: Eric Uller, Lead Public Safety Systems Analyst Approved: Forwarded to Council: o W If ief nformation Officer, Information System Department ~~ C~ V Rod Gould City Manager 3 Reference Contract No. 9182 (CCS).