Fremont City Council Meeting: 05/02/23 07:00 PM
3300 Capitol Avenue Div/Dept: Police Department
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4879) DOC ID: 4879
Updated: 4/26/2023 4:15 PM by Susan Gauthier Page 1
PURCHASE OF IN-CAR VIDEO SYSTEMS, BODY-WORN CAMERAS, DIGITAL
EVIDENCE MANAGEMENT SYSTEM, AND CONDUCTIVE ENERGY DEVICES FOR THE POLICE DEPARTMENT - Authorize the City Manager, or Designee, to Execute an Agreement with Axon Enterprise, Inc. for the Provision of In-Car Video, Body- Worn and Interview Room Camera Systems, Digital Evidence Management System, and Conductive Energy Devices, and to Execute Any Implementing Documents and Take Any Implementing Actions as Necessary; Related Appropriation Actions
Contact Persons:
Name: Lance Brede Sean Washington
Title: Deputy Chief Police Chief
Div/Dept: Police Department Police Department
Phone: (510) 790-6930 510-790-6969
E-Mail: [email protected] [email protected]
Executive Summary: Fremont Police Department has utilized in-car camera systems since 2008 and body-worn cameras for its personnel since 2018. The current hardware and software for in-car and body-worn cameras have reached their end of life, so Fremont Police Department, in conjunction with Information Technology Services, developed an RFQ for a comprehensive camera and digital evidence management solution.
Fremont Police Department issued RFQ #23 -001 in September 2022. Axon Enterprises Inc. was selected as best meeting the needs for the Po lice Department’s in-car video, body-worn and interview room camera systems, digital evidence management system, and conductive energy devices.
Staff is recommending that the City Council authorize the City Manager to enter into a ten - year subscription agreement with Axon Enterprises Inc. for a total not -to-exceed amount of $13,640,135.
BACKGROUND: Fremont Police Department is committed to partnering with our community members and business community to provide the highest level of service based on trust and transparency. Nationwide events involving police use of force have generated calls for law enforcement officers to wear body-worn cameras and in-car camera systems have been an industry standard for progressive police agencies worldwide. Fremont Police Department has utilized body-worn cameras department-wide since 2018 and in-car video cameras since 2008. Body-worn and in-car cameras have proven to enhance officer safety, improve agency accountability, reduce city liability, enhance officer performance and professionalism, improve community and media perceptions, and assist in criminal prosecutions and administrative investigations.
The data collected from the body-worn and in-car cameras is stored and managed in a digital evidence management system. Fremont Police Department also uses a standalone camera recording platform for interview rooms. It provides vital recordings of statements Council Staff Report (ID # 4879) Meeting of May 2, 2023 Updated: 4/26/2023 4:15 PM by Susan Gauthier Page 2
and physical evidence but does not integrate into the current digital evidence management system.
The current hardware and software for in-car and body-worn cameras have reached their end of life, which offers an opportunity to consolidate those systems and the interview room video into a single, more efficient system.
DISCUSSION/ANALYSIS: A Request for Qualifications (RFQ) was developed with staff members from the Information Technology Services and Police departments. In September 2022, the RFQ was issued and received only two responsive proposals from Axon Enterprise, Inc. and Digital Ally, Inc. Proposals were evaluated based on the requirements outlined in the RFQ:
1) ability to meet the scope of work
2) hardware and software requirements
3) evidence management system
4) installation and training
5) system security
6) information security
7) warranty and customer service
8) hardware maintenance and repairs
9) ability to comply with the terms of the City’s Technology Service Agreement 10) proposed fees.
Upon staff review of the RFQ responses, Axon Enterprises Inc. was selected as best meeting the needs for the Police Department’s in-car/body-worn camera, interview room, and digital evidence management system. Axon Enterprises, Inc. is a company that develops technology and products for law enforcement, including personal body-worn cameras, in-car video cameras, interview room video recording, conductive energy devices (CED/Taser), digital evidence storage, and comprehensive digital evidence management software.
The subscription-based agreement proposed by Axon and recommended by staff obligates Axon to provide, update, and replace as necessary both the hardware and software necessary to meet the City’s needs for body-worn cameras, in-car video, interview room video, conductive energy devices, and video data storage and management.
Staff is recommending a ten-year contract term to delay what could be a significant price increase for renewal at the end of the contract term.
FISCAL IMPACT: The first year of the subscription agreement, which includes start-up costs, totals $1,711,264 and will be funded in the current fiscal year utilizing a combination of appropriated funds in the ITS Capital Replacement Fund (Fund 625), the Council- approved FY 2022/23 COPS grant, the adopted FY 2022/23 Police Department General Fund budget, and federal asset forfeiture funds (Fund 119 and Fund 250).
Council Staff Report (ID # 4879) Meeting of May 2, 2023 Updated: 4/26/2023 4:15 PM by Susan Gauthier Page 3
The annual cost for years two through ten of the agreement is $1,325,430. Appropriations for future year costs will be included in the proposed operating budgets for those years.
ENVIRONMENTAL REVIEW: The purchase of computer software, body camera, in-car camera and interview room camera hardware, and a digital evidence system is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager, or designee, to enter into a ten-year subscription agreement and to execute any implementing documents and take any implementing actions as necessary with Axon Enterprises, Inc. for the purchase of an In-Car Video System, Body-Worn Cameras, Interview Room Camera System, Conductive Energy Devices (Tasers), and Digital Evidence Storage and Management System in an amount not to exceed $13,640,135.
2. Appropriate $85,100 in Fund 119 (Department of Justice Federal Asset Forfeiture) and $19,050 in Fund 250 (Department of Treasury Federal Asset Forfeiture).