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AGENDA ITEM REVIEW FORM |
5.E.
Regular City Council Meeting
- Meeting Date:
- 01/11/2023
- Department Head:
- Miguel Alvarez
- Submitted By:
- Michelle Boucher, Administrative Coordinator, Police Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding authorization to purchase updated software for Body Worn Cameras. (Miguel Alvarez, Police Lieutenant)
SUMMARY:
The San Luis Police Department is seeking approval for the purchase updated software for Police Department body worn cameras.
The body-worn cameras will require additional required data storage, citizens for communities user licenses, additional pro licenses, and redaction software that will be purchased from Axon. These will allow for better user supervision and management. The Axon Body 3 camera can act on real-time information with new Axon Aware technology. With features like live maps, real-time alerts, and live-streaming, it's a connected experience that improves officer safety and will expand over time. The camera will capture better evidence with improved low-light performance, reduced motion blur during playback, and advanced audio that reduces wind noise and records from multiple microphones. The purchase will also include a license to Evidence.com for the additional data storage needs. The cloud-based system will allow storage of all cameras and recording data. The upgraded software and storage will be needed before the total amount can be requested in next year's budget request. The vendor is offering a split payment option with the fist payment being paid separately while still providing the full term discount. We will be using a soul source letter from the vendor as permitted in procurement code 3.05.020 Exclusive Services.
The purchase contract with Axon will be for a term of five (5) years. The first payment will be paid in January 2023 in the amount of $27,644.34. The remainder of the contracted 5 years will be paid in a lump sum of $110,577.36. The remaining funds needed after the first payment in January 2023 will be requested in the FY24 budget. In selecting the upfront payment terms, the city will be saving $22,032.00 over the five (5) years. We will be using funds in the Police Department General Fund account that was for equipment that we were able to purchase using grant funds for the first payment of $27,644.34 since the funds were not requested in the FY23 budget request.
At the end of the five-year term, the contract will be reviewed and renegotiated based on needs and new technology at that time.
The purchase contract with Axon will be for a term of five (5) years. The first payment will be paid in January 2023 in the amount of $27,644.34. The remainder of the contracted 5 years will be paid in a lump sum of $110,577.36. The remaining funds needed after the first payment in January 2023 will be requested in the FY24 budget. In selecting the upfront payment terms, the city will be saving $22,032.00 over the five (5) years. We will be using funds in the Police Department General Fund account that was for equipment that we were able to purchase using grant funds for the first payment of $27,644.34 since the funds were not requested in the FY23 budget request.
At the end of the five-year term, the contract will be reviewed and renegotiated based on needs and new technology at that time.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO PROCEED WITH THE PURCHASING PROCEDURES TO PURCHASE UPDATED SOFTWARE FOR THE BODY-WORN CAMERAS FOR THE SAN LUIS POLICE DEPARTMENT FOR A TOTAL AMOUNT NOT TO EXCEED $29,404.40 FOR THE FIRST PAYMENT AS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $27,644.34
- BUDGETED AMOUNT:
- See fiscal impact statement
- AVAILABLE AMOUNT TO TRANSFER:
- $27,644.34
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- 100-181-60035 Minor Tools & Equipment $52,940.53
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
We are requesting to transfer the amount needed for the first payment of $27,644.34 from account General Fund-Police Department-Minor Tools/Equipment Supplies100-181-60035 to General Fund-Police Department-Software Support account 100-181-70040. We have remaining budget in this account due to ability to secure funding for equipment and supplies from other sources. The funds will be used to make the first payment listed in the contract, and the remaining funds required will be requested in the FY24 budget request.
If funding for remaining balance of the contract is not approved for FY24, the Axon contract can be terminated as explained in the termination of contract attachment.
If funding for remaining balance of the contract is not approved for FY24, the Axon contract can be terminated as explained in the termination of contract attachment.