Consideration and Approval of Contract:  Five-year contract with option to renew to AXON (formerly known as Taser International) for the Axon Flex body-worn camera Taser Assurance Plan.

The Flagstaff Police Department is committed to the belief that a body-worn camera is an important and valuable tool for law enforcement. We currently utilize AXON (formerly Taser International) body-worn cameras in conjunction with software known as Evidence.com.  Body-worn camera video is audio-video documentation of a police officer’s investigative and enforcement activities from the perspective of the officer. The use of body-worn cameras has created greater transparency, more effective prosecution, more efficient citizen complaint investigations, and improved protection against false allegations of excessive use of force, misconduct, or racial profiling. Approval of this contract will allow the Police Department to move to the next generation of body-worn cameras, which provides us with the latest technologies and will assure that we have unlimited data storage for captured videos. The contract will provide two new upgrades at no additional costs. This contract will replace two (2) existing contacts we have for our body-worn camera program which are set to expire in FY 19 and FY 20.

The main reasons for requesting this new contract is as follows:

• Data storage limitations - The proposed contract provides unlimited data storage.  The existing contracts place limitations on the amount of data storage that is available to the agency without additional cost.  Over the past two years, we have exceeded our data storage limits under the existing contracts, but Axon has not charged us for this to-date.  However, Axon has recently provided notice that any overages going forward will be charged to the agency per the terms of the existing contract. Staff has calculated this charge to be approximately $38,000 per year, based upon or current data use. 
• The existing cameras we use are out of warranty thus Axon will no longer support the equipment.
• The proposed contract will allow us to have new equipment issued every year and a half from Axon to include new technology and increased performance.
• The upgrade allows us to have increased technology, better products, substantial savings over a five-year period along with the unlimited data. 
• This contract allows us to save over $96,000 over the five-year contract.

The current body worn camera warranties will expire and we will need to find a solution to continue the maintenance and replacement of the body-worn camera program.  This contract allows us credit from our original contracts and gives us substantial discounts to put towards the Taser Assurance Plan.  This plan also warranties the equipment and allows us to have an open stock on accessories which are included in the contract.  The cost for the first year contract will be $245,753.51 and then $46,130.09 every year after for four (4) years plus a one-time shipping fee of $70.49.

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Effective Governance (Public Safety)
The AXON Flex body-worn camera system has many benefits to the individual officer and the police department. The use of this technology will help to protect officers and the department from false accusations of wrongdoing as well as continue to be transparent with our community. The cameras have also assisted in the better prosecution of crimes.

Yes. In July 2014 council approved the first phase of body-worn cameras.

1. The Council may approve the contract with the Axon Taser Assurance plan for the next five years with an option to renew.
2. Purchase replacement parts as necessary with $25,000 earmarked in FY18 safety court fees, using the current FLEX I cameras and renegotiate a contract in FY19.
3. The Council may choose to reject the contract.  If the contract is rejected, the warranty will expire on the cameras in FY18 and AXON will start charging for the overage in data.  On average we are going over our allotted data by seven (7) times the amount contracted for.

The Flagstaff Police Department successfully implemented the use of body worn cameras in July of 2014. All sworn officers assigned to patrol and working in the field have been equipped with AXON FLEX I body worn cameras.  We have two contracts for AXON Flex I body cameras and evidence storage. The first contract is for 50 body worn cameras, storage and redaction software which will expire August 2018. The second contract is for 39 body worn cameras and expire August 2019.

The cameras have proven to reduce complaints, reduce use of force incidents, capture valuable evidence to help with the prosecution of crimes and to continue to be transparent to our community.  In the first year of the cameras being in place, we saw an 38% decrease in complaints in 2015 from 2014. We are committed to the belief the body worn camera is an important and valuable tool for law enforcement. We utilize the AXON (formerly Taser International) body worn cameras and we use their software known as Evidence.com for storage and redaction.  The officers have been able to record their investigations which are then reviewed by detectives and attorneys facilitating prosecution. The AXON body cameras have proven to work well with our agency and meet the needs of the officers and citizens of Flagstaff.

The customer service provided by AXON has been exceptional and support is available when we need it especially during major investigations. As noted, AXON has developed a product called Evidence.com. Evidence.com is a cloud based storage system which is compliant through the Arizona Criminal Justice Information System (ACJIS). Evidence.com stores all officers’ video in accordance with retention schedules, allowing investigators to review the investigations and share them with the City and County Attorney’s Office. This is an exceptional tool for prosecution as well as investigations. Evidence.com has redaction software which allows the department to release videos to the public but stay in compliance with state law by redacting any personal and sensitive video footage.

There are many benefits of cloud based system. There is no hardware costs to our agency when hardware systems need to be replaced and no additional computer servers need to be purchased. There is no burden to the department to worry about available storage space since there is unlimited storage space available on Evidence.com. This helps to reduce the amount of media placed in our actual evidence room as this digital media is stored in the cloud. Officers also use the AXON Capture phone application which allows them to take still crime scene photographs that are also stored in Evidence.com. 

The AXON Assurance plan allows for extended hardware coverage, spare parts for the cameras, and upgrade models every year and a half, as well as new Axon docking stations. The new contract will also include unlimited storage and will have an improved redaction software to help save on staff time and resources when producing media requests. The benefits of using body worn cameras include:

• Reducing use of force incidents and citizen complaints, as well as reducing the time spent investigating them. In our first year of the body worn camera program the Flagstaff Police Department saw an 38% decrease in complaints.
• Provide an accurate point of view recording of incidents and crime scenes.
• Capturing valuable statements by victims, witnesses and suspects to aid in prosecution.
• Giving officers an opportunity to review incidents to enhance their reports and their testimony in court.  Allows supervisors to review officer interactions to provide training.
• The Taser Assurance Plan allows for the police department to have new technology and better support from AXON.

Once again, the Taser Assurance Plan allows for new technology to be replaced every year and a half.  The contract would allow for all patrol officers to replace the Flex camera I to a Flex camera II.  The new features include; increased resolution, increase camera view to record more of the scene, multiple mounting options and sound buffering.  This plan will allow for officers to have the most up to date body worn camera.  In November 2016 the police department was invited to be part of the beta testing for the newest body camera product Flex II.  This testing allowed us the opportunity to use the new product and see the new features prior to purchasing.  The product has been successful with the five officers who have been testing the new device. This device is included in the new contract.

The cloud technology that AXON provides is only able to be used with AXON products. No other vendor has the same type technology. This allowed purchasing to look at all other vendors and be able to select AXON as the sole provider of this type technology in the industry. The purchasing department has attached a sole source justification document for review.

We have been using the AXON Flex I body worn camera system since 2014. Officers are familiar with the devices, the software and how to store the videos properly in Evidence.com. We currently have the infrastructure set up with the AXON Flex I cameras and have had a smooth transition to the Flex II body cameras. Having the ability to replace all cameras every year and a half will allow our agency to have the most up to date technology and continue to have equipment that will meet the needs of our community. This contract will allow us to upgrade all cameras to the AXON Flex II body worn camera.

This contract allows us to have unlimited data. Currently we are over the limited amount for our data. We are using 7 times more the amount of data we are currently allowed.  AXON has mentioned they will begin charging agencies going over the amount allotted.

The initial amount of $245,753.51, will allow for the first year of this contract to purchase and replace cameras, accessories and professional services. In addition to the equipment, the costs for evidence storage and retention will include basic and professional evidence storage licensing along with unlimited data for all videos stored on Evidence.com.  

The total amount for the five (5) year Taser Assurance Plan will be in the amount of $430,344.36.   The amount requested for year one ($245,753.51) will begin in FY18. We would like to use offset funds in anticipated patrol program savings (001-04-061-0221-2) in the current FY17 police department budget. We were approved $25,000 in Court Safety Fees for body camera replacement and we would expend funds from this account and offset funds from FY 2017 savings in the total amount of $245,753.51 for the first year contract. 

The true value of the contract without our credit or discount would be $544,395.  Based on the total value of the contract ($544,395), AXON discount is $96,348, a 17.6% discount of list price, with an additional credit from one of the existing contracts of $49,463.16.  The subtotal of the contract before taxes and shipping and handling is $398,586.26.   Taxes of $31,687.61 and shipping and handling of $70.49 bring the total amount of the contract to $430,344.36. 

• Year ONE will be in the amount of $245,753.51 and will include replacement equipment and unlimited evidence storage and retention of videos.  The plan also includes redaction and sharing tools to properly manage the release of videos.
• Year TWO will be $46,130.09 which will include replacement of broken or damaged equipment along with unlimited evidence storage,retention of videos and redacting software.
• Year THREE will be $46,130.09 and will include a replacement of all body worn cameras with AXON's newest technology and unlimited evidence storage, retention of videos and redacting software.
• Year FOUR will be $46,130.09 which will include replacement of broken or damaged equipment along with unlimited evidence storage and retention of videos.
• Year FIVE will be $46,130.09 and will include a replacement of all body worn cameras with AXON's newest technology and unlimited evidence storage and retention of videos. This will be the last year of the contract.

The Flagstaff Police Department values customer service and citizen trust. Body worn camera video will aid in prosecution, accurately documenting victim and witness statements as well as creating an objective recording of the crime scene. The use of body worn cameras allows us to be more transparent in our interactions with the public. The demeanor of both officers and suspects is less contentious when both parties are aware they are being recorded. As a risk management tool, the video may alleviate accusations of wrong doing and prevent use of force incidents.

The audio and video recording from the body worn cameras have helped enhance our ability to review probable cause for arrests, view officer and suspect interactions, provide feedback for officers in training and allows for a visual of evidence collecting for investigation and prosecution.  We have received multiple requests from the media and citizens requesting body camera footage and by having this tool it has helped to increase trust between the department and the community.  We have had many meetings with our community where they have vocalized their support of the body worn camera program.