DATE:
June 4, 2024
TO:
Paul Buddenhagen, City Manager
FROM:
Jeff Jennings, Police Chief
SUBJECT:
Resolution of the City Council of the City of Emeryville Authorizing The City Manager To Execute A Five-Year Agreement With Axon Enterprises Inc. For The Supply, Training and Maintenance Of A Body Worn Camera System And Cloud Storage Solution In An Amount Not To Exceed $236,810 Recommendation
Staff recommends that the City Council adopt the attached resolution approving the Police Department’s renewal of a body worn camera (BWC) video and data storage system.
Background
The Emeryville Police Department currently uses the Axon BWC system and the Axon digital media evidence storage system. The Department found the system to be effective and efficient for staff needs. There is a compelling need for the Police Department to renew the BWC system, which is used for evidence collection, transparency to the community, and for officer accountability.
In April 2019, the Police Department issued a competitive BWC Request for Proposals (RFP) from which Axon was selected as the vendor best suited to provide this service to the Department. On July 23, 2019, the City Council authorized the City Manager to enter into a five year agreement with Axon Enterprises Inc. (Axon) for a BWC and data storage system which expires on July 24, 2024.
The BWC and digital media evidence storage platform offered by Axon meets or exceeds all the needs of the Department. The digital media storage system, Evidence.com, offers a cloud-based digital media storage platform that meets all Department of Justice (DOJ) mandated security requirements. Evidence.com has a user-friendly platform and an intuitive user dashboard.
The Axon Evidence.com system is robust and complies with all California laws impacting BWC digital media storage, and video redaction capabilities. This includes mandates for the Department to release all BWC videos that capture law enforcement critical incidents.
The goal of this project is to continue to have an all-inclusive BWC system that will serve the Department as well as the community. While advancements in technology continue to evolve, staff is confident that Axon will be at the leading edge of those advancements, both in the hardware and software fields. This allows the Department to invest in a product that will serve its needs for the foreseeable future.
Discussion
Staff conducted a comprehensive assessment of the equipment and services currently available in the BWC market. Primary considerations included the number of cameras needed, camera docking stations, deployment schedule, digital media evidence storage requirements, customer support services, system security, compliance with CLETS mandates, and training. All the equipment and services identified in the needs assessment have been incorporated into the recommended agreement with Axon.
Staff also conducted market research on BWC and digital media storage systems and found Axon to have a superior product. EPD officers have used the Evidence.com digital media storage system and found it to be superior to other vendors’ options available. Axon offers a simple durable BWC system with multiple uniform mounting options. The high-definition video performs well during darkness and low-light environments. The Axon docking station allows users to easily plug in the BWC to securely download videos and charge the BWC unit.
The Evidence.com cloud-based digital media storage system allows for secure viewing, case management, automated retention, secure video sharing, and simple system administrative oversight. The Evidence.com system is compliant with the U.S. Department of Justice, Criminal Justice Information Service (CJIS) policy requirements.
The Axon system and products meet the needs of the Department administration staff. The secure records retention, auditing capabilities and the ability to review digital media evidence is simple and intuitive.
Staff used Sourcewell Competitive Purchasing to ensure the product and system meet the requirements of the Emeryville Municipal Code and Administrative Instruction directive 605 which provide for an exception to typical procurement procedures for piggyback contracts (see EMC section 3-602(c)(2).) Staff learned there are over 30 agencies in California who have used Sourcewell to purchase BWC products from Axon since 2020. The local agencies include Hayward PD, Berkeley PD, Mountain View PD, East Bay Regional Parks PD, and Martinez, PD.
Sourcewell's analysts streamline the procurement process by developing RFPs for national, competitive solicitations that meet or exceed local requirements. The process is continually refined to best meet the needs of participating agencies and potential product vendors by piggybacking on a contract for the purchase. By using the competitive bid process conducted by Sourcewell Cooperative Purchasing Agreement, the City is assured that the best price is obtained.
The term of the agreement with Axon is for 5 years, at a projected cost of $236,810. This includes a full body worn camera upgrade after the first thirty months of the contract. Since this is a renewal, staff is not requesting 5% funding over the quoted amount for this project. The new agreement includes an increase in digital media cloud storage as the digital media currently being stored will be retained until the law allows it to be purged.
Fiscal Impact
The fiscal impact of this 5-year agreement with Axon is projected to be $236,810. The Police Department budget fund 2200-77150 (equipment operations and maintenance) will be used to fund this project. The fund expenditures will begin in FY24/25 and continue annually through FY28/29.
Staff Communication with the Public
The communication with the public consisted of outreach with numerous Axon system users and BWC subject matter experts. Staff reached out to the Alameda County DA’s office, Alameda County Public Defender’s Office, most law enforcement agencies in Alameda County, and some community advocates. There was no negative feedback on this proposal for the Axon BWC system.
Conflict of Interest
None.
Conclusion
The Emeryville Police Department currently uses the Axon BWC system and the Axon digital media evidence storage system. The Department found the system to be effective and efficient for staff needs. Staff recommends the City Council approve the above-entitled resolution to authorize the City Manager to enter into a 5-year agreement with Axon for BWC and digital media storage system.
PREPARED BY: Oliver Collins, Emeryville Police Department Captain
APPROVED AND FORWARDED TO THE
CITY COUNCIL OF THE CITY OF EMERYVILLE:
Paul Buddenhagen, City Manager
ATTACHMENTS
Draft Resolution
Emeryville MPSA 2024 to 2029
Axon fee schedule
Axon Contract – Body Worn Camera and Cloud Storage
| June 4, 2024
City of Emeryville
CALIFORNIA
MEMORANDUM