Council Staff Report - Purchase of Faro Scanner — Salinas City Council, June 14, 2022

DATE: JUNE 14, 2022
DEPARTMENT: SALINAS POLICE DEPARTMENT
FROM: ROBERTO FILICE, CHIEF OF POLICE
BY: TONYA ERICKSON, MANAGEMENT ANALYST
TITLE: PURCHASE OF FARO LASER SCANNER AND ASSOCIATED EQUIPMENT RECOMMENDED MOTION:

A motion to approve a Resolution authorizing the direct purchase of a FARO 3D Laser Scanner and associated equipment, computer, and software for a total cost not to exceed $70,004.90.

RECOMMENDATION:

Staff recommends that City Council approve the direct purchase of the FARO 3D Laser Scanner and associated equipment, computer, and software for a total cost not to exceed $70,004.90.

EXECUTIVE SUMMARY:

The Salinas Police Department is requesting the purchase of a replacement FARO 3D Laser Scanner for the Crime Scene Investigation (CSI) Unit. This equipment is used to diagram the scene to accurately document the locations of key features and the distal relationship between these features and items of evidence at major crime scenes. The department is requesting the purchase of the scanner, associated equipment, and a computer.

BACKGROUND:

The Salinas Police Department Crime Scene Investigation (CSI) Unit needs to replace the current 3D laser scanner used for documenting crime scenes. The CSI Unit is tasked with processing crime scenes and gathering evidence for presentation in court. One of the more significant responsibilities at major crime scenes is diagramming the scene to accurately document the locations of key features and the distal relationship between these features and items of evidence. This process is essential for accurate reconstructions of crime scenes and the prosecution of these cases. This process has traditionally been done by hand and is very time consuming and subject to human error.

In 2015 the CSI Unit began to conduct research into using the FARO scanner to assist with this process. The acquisition of a scanner in early 2016 led to a significant reduction in time spent diagramming and increased the ability of the team to rapidly process crime scenes. This greatly reduced the amount of “down time” where officers had to wait for the diagramming to be completed before they could begin the actual physical process of collecting items for booking or further processing at the lab. This increased efficiency reduced the time spent by CSI personnel as well as on-duty time spent at a scene by patrol officers.

The current FARO scanner has reached the end of its service life. In 2021 FARO stopped producing parts for the X330 scanner. The company has advised the Salinas Police Department that they only have limited parts availability should maintenance be required. Additionally, FARO will cease all product support for this model in 2023. This makes it imperative that we secure a new Faro scanner as soon as possible.

We have contacted FARO and received a quote for a new scanner, accessories, computer and the training for up to four (4) new operators. The quote includes a trade in of the old system for credit which will be applied to the purchase. The new system will allow us to utilize the 3D software package which was previously purchased for use with the existing system. The new system further reduces the time required for each scan to under 30 seconds per scan. The enhanced capabilities include greater accuracy and the ability to link large crime scenes together by scanning from multiple locations. The new system will also have the capability to work with drone technology to tie photographs and video to the diagram produced by the scanner. This increase in capabilities represents a drastic improvement in technology. It will allow the operator to receive near real time information about the crime scene by linking the scanner to officer’s department issued cell phones. This ability to link investigators to information will increase efficiency and greatly assist with the prosecution of cases.

The department is requesting approval for the direct purchase of the equipment identified below. We are also requesting approval of a 10% contingency as market conditions have led to unexpected price increases and instances of vendors not being able to honor previously quoted prices.

Vendor
Item
Cost
FARO Technologies
FARO 3D Laser Scanner with equipment and software
58,320.82
To Be Determined
VR Ready Notebook
5,320.00
Subtotal
63,640.82
10% Contingency
6,364.08
Not to Exceed Total
70,004.90
FARO is the established standard equipment for laser scanning of crime scenes and is used by most Federal law enforcement agencies. As previously indicated, by remaining with the FARO platform, we can trade in our existing equipment for a credit, while also using software previously purchased. There are no local vendors for the scanner and directly associated equipment, and we will be purchasing directly from the manufacturer, FARO Technologies. The FARO quote includes an optional cost for a VR Ready Notebook Computer, and the Department intends to continue price comparisons on this item thus reserves the right to purchase the computer from either FARO or another vendor as long as the total amount identified above is not exceeded. The City Council has the authority to approve this direct purchase under Salinas Municipal code Section12-27 and without application of the local purchasing preference pursuant to Salinas Municipal Code Section 12-28.080.

During FY 2020-21, a Capital Improvement Project (CIP) account for CSI Equipment was created for the purpose of building funds to cover significant, and often unexpected, costs related to the replacement and upgrade of CSI Equipment. That CIP has a current balance of $41,000 which will be utilized for this purchase. The Police Department has funds appropriated and available within the Police Department’s Patrol Division and Technological Services Division budgets to cover the remainder of the costs.

POLICE COMMUNITY ADVISORY COMMITTEE:

The Police Chief discussed this purchase with members of the Police Community Advisory Committee during their meeting on April 27, 2022. The Committee did not provide any comments or concerns in response to this proposed purchase.

CEQA CONSIDERATION:

Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).

STRATEGIC PLAN INITIATIVE:

Approving the purchase will support the City Council’s Strategic Plan Goal of Public Safety and Effective and Culturally Responsive Government.

DEPARTMENTAL COORDINATION:

The Police Department will coordinate with the Finance Department, including Information Technology, during the purchasing process.

FISCAL AND SUSTAINABILITY IMPACT:

No additional funds are requested to support this purchase. Funds are appropriated and available within the Police Department’s Patrol Division and Technological Services Division budgets, accounts 1000.40.4220, 1100.40.4220, 1200.40.4220, and 1000.40.4131.

Salinas City CouncilJune 14, 2022

Salinas City Council
June 14, 2022