CITY OF MENIFEE
SUBJECT: Agreement Amendment with Axon Enterprise, Inc. for Police Department Fleet In-Car Dash Cameras
MEETING DATE: December 6, 2023
TO: Mayor and City Council
PREPARED BY: Christine Booker, Budgets & Grants Analyst REVIEWED BY: Chris Karrer, Police Chief
APPROVED BY: Rebekah Kramer, Acting City Manager
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RECOMMENDED ACTION
1. Approve and Authorize the City Manager or the City Manager’s designee to execute Amendment No. 1 to the Master Services and Purchasing Agreement with Axon Enterprises, Inc. in an amount not-to-exceed $63,371 for a new contract total not-to-exceed $167,315 including tax and installation for the purchase of four Fleet 3 Advanced 2 Camera Kits (in- car dash cameras); and
2. Exempt the purchase above from the competitive bidding as the purchase will be made under the Cooperative Purchasing Agreement (“Piggyback”) with the National Cooperative Procurement Organization Partners (NPPGov - Contract# PS20270); and
3. Authorize the City Manager or the City Manager’s designee to execute the required documents and the Finance Department to issue a corresponding Purchase Order for the purchase, and contract amendment.
DISCUSSION
The Menifee Police Department strives to utilize technology to create a transparent and safe environment for staff and the public. This amendment will allow for an increase to the current supply of in-car dash cameras for the existing fleet by adding an additional four sets which will be installed in existing units.
These in-car dash cameras allow for license plate reading technology as well as dual camera video recording and live feed transmission. By ensuring that there are recordings during critical incidents, these systems will provide for a greater level of transparency in interactions between staff and the community. The recordings will also serve as a tool to assist in reporting. The license plate reader feature included with the camera systems will allow officers to respond to calls while
City of Menifee Staff Report
Axon Car Camera Ame No. 1
December 6, 2023
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simultaneously reading license plates. This will provide an average of eight more plate reads than a stationary system, giving the department the tools needed to respond to more stolen vehicles.
Amendment No. 1 to the existing agreement will increase the in-car dash cameras by four sets. This amendment will increase the yearly contract value by $12,675 per fiscal year for the five-year term. The term for this amendment is five years extending the current contract end date from June 15, 2027 to January 15, 2029.
Pursuant to Menifee Municipal Code Chapter 3.12.090, any change order in an amount greater than $25,000 or any change order which, when considered with the aggregate amount of all other changes to the contract, exceeds 10% of the original contract cost, shall be approved by the City Council. All other terms of the agreement shall remain the same.
By using the NPPGov Cooperative Purchasing Agreement Contracts with the selected vendor, the City can forego the competitive bidding process and leverage the price established in the Request for Proposal (RFP) process without needing to complete a bid. The price offered by the NPPGov are a result of a competitive bid process completed by another government agency. The vendor selected from that competitive process is awarded a main contract from which other agencies can “piggyback” or obtain the same pricing/options. As allowed under the Menifee Municipal Code Section 3.12.070(6), the City can utilize a cooperative purchasing agreement in the procurement of equipment and supplies. This is advantageous to the City as it provides a notable reduced pricing, as well as reducing administrative time and costs.
STRATEGIC PLAN OBJECTIVE
Safe and Vibrant Community
FISCAL IMPACT
The fiscal impact for this item is $12,674.18 annually through December 2028. The funding required to support the proposed amendment is available in the adopted FY 2023/2024 and FY 2024/2025 operating budgets within Account No. 100-4911-52800. Funding for the remaining term of the agreement will be established as part of the respective year’s General Fund operating budgets. No additional budget appropriation action(s) are required.
Account Fiscal Year Total Original Contract
Amount
New Contract
Total
105-4911-53155 2022/2023 N/A $20,788.80 $20,788.80
100-4911-52800 2023/2024 $12,674.18 $20,788.78 $33,462.96 100-4911-52800 2024/2025 $12,674.18 $20,788.78 $33,462.96 100-4911-52800 2025/2026 $12,674.18 $20,788.78 $33,462.96 100-4911-52800 2026/2027 $12,674.18 $20,788.78 $33,462.96 100-4911-52800 2027/2028* $12,674.21 $20,788.78 $33,462.99 TOTAL $63,370.93 $103,943.92 $167,314.85
*Contract term will go through December 2028.
City of Menifee Staff Report
Axon Car Camera Ame No. 1
December 6, 2023
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ATTACHMENTS
1. Axon Amendment No. 1
2. Axon Original Agreement