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.
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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.
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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
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Rod Gould
City Manager
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Reference Contract No.
9182 (CCS).