CITY COUNCIL STAFF REPORT
Meeting Date: August 05, 2024
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-24 AUTHORIZING THE CITY
MANAGER TO EXECUTE A RENEWAL AGREEMENT WITH AXON
ENTERPRISES, INC. FOR THE PURCHASE OF BODY-WORN
CAMERAS AND CONTINUED USE OF AXON'S DIGITAL EVIDENCE
MANAGEMENT SYSTEM
SYNOPSIS
The Pleasant Hill Police Department (PHPD) has been utilizing Axon’s body-worn cameras and its digital evidence management system since July 2019. The City’s existing five-year agreement with Axon Enterprises, Inc. is now due for renewal. Staff requests that the City Council authorize the City Manager to execute a five-year renewal agreement with Axon Enterprises, Inc. for the purchase and continued use of Axon’s body-worn cameras along with Axon’s digital evidence management system.
DISCUSSION
Background
Body-worn cameras (BWCs) can provide digital evidence to aid the prosecution of criminals, as well as protect the City from false accusations and wrongful claims. They also enable improved digital evidence gathering; reduced time in court; and tactical review for improved performance.
Axon Enterprise, Inc., is the leading provider of body-worn cameras to law enforcement agencies.
For the last five years, the City has had an ongoing agreement with Axon Enterprises, Inc. for the use of its body-worn cameras and digital evidence management system. Its evidence management system is also used by PHPD to store all digital evidence gathered from other sources.
Axon Enterprises, Inc. has created an ecosystem of products that are integrated with and interdependent on each other. The PHPD is currently using many of Axon’s products, including the body-worn cameras, interview recording system, tasers, and signal. All the videos and audio captured using the body-worn cameras and interview recording system are automatically uploaded into its digital evidence management system. Axon Signal is also included as part of this renewal agreement and is designed to automatically activate an officer’s body-worn camera in predetermined circumstances.
In addition, Axon has negotiated with Contra Costa County’s District Attorney’s (DA) Office to provide the DA’s Office access to the digital evidence management system so that law enforcement agencies within Contra Costa County are able to use the evidence management system as a means to submit digital evidence to the District Attorney’s Office for prosecutions.
Thus, Axon’s products are considered sole source and proprietary, which qualifies as an exception in the City’s procurement policy for competitive bidding. Axon Enterprises, Inc. has provided documentation to support this qualification.
Analysis
The City’s existing five-year agreement with Axon Enterprises, Inc. is set to expire in August 2024. Staff is requesting to renew the agreement for an additional five years. The agreement includes maintenance and support of the body-worn cameras, replacement of the cameras when new models are released, Axon Signal, and the continued access and use of its digital evidence management system for the next five years.
By negotiating a multi-year agreement, the City will save approximately $113,197 in discounts and will lock in the rate to avoid annual increases for the next five years. By comparison, the City paid $54,547 to Axon for maintenance and support of the body-worn cameras in fiscal year 2023/2024.
The annual payment in the proposed agreement is approximately $53,176 for each of the next five years.
FISCAL IMPACT
Funding for this project is included in the Information Technology Budget for fiscal years 2024/2025 and 2025/2026. The total cost of the agreement for five years is not to exceed $265,947.
The initial payment for the first year will be $53,244 and $53,176 for each of the four subsequent years. The Finance Division has confirmed that adequate funds are available to fund this request.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt the attached resolution authorizing the City Manager to execute a renewal agreement with Axon Enterprises, Inc. for the purchase of Axon’s body-worn cameras and continued use of Axon’s digital evidence management system.
ALTERNATIVES TO RECOMMENDED ACTION
The City Council could reject the proposed action.
ATTACHMENT(S):
Resolution for Axon Proposal Quote
Axon Proposal Quote
Axon Master Services and Purchasing Agreement
Axon Sole Source Justification
Prepared by: Ling King, Chief Technology Officer
Approved by: Ethan Bindernagel, City Manager