Title
Resolution to Approve a Contract with L3 Mobile-Vision, Inc. (formerly L3 Communications Mobile-Vision, Inc.) for Upgrades to Police In-Car Video Camera Systems, Back Office Software, Electronic Storage and Body Worn Cameras (BWCs) and Appropriate the Necessary Funding for Acquisition and Installation from the Federal Equitable Sharing Fund Balance ($173,760.00) (8 Votes Required)
Memo
Staff recommends City Council adopt the attached resolution authorizing execution of a contract with L3 Communications Mobile-Vision Inc. (L3) for the purchase of upgrades to existing in-car video (ICV) systems, back office software, electronic storage and Body Worn Cameras (BWCs) at the cost of $157,760.00.
Funding/Fiscal Impact: Funding is available in fund balance of Fund 0028 (Federal equitable sharing). This resolution also requests Council to authorize appropriation of funds in the amount of $173,760.00 to the FY2015 Fund 0028 budget for both acquisition and estimated installation costs. The Funding for future upgrades or replacements will be budgeted as usual through the annual budget process.
Background:
The proliferation of Smartphones has empowered the public to capture high quality video and photos at their fingertips at any moment. As many of us have seen from the news media and social media websites, encounters with public safety personnel have also been recorded and shared using these same devices.
Body worn cameras (BWCs) help to objectively evaluate what occurred during a police/public contact. At this point in time, stakeholders that are actively discussing and evaluating BWCs expect them to help protect officers and the public. These stakeholders include Federal and local bodies of government, law enforcement agencies, prosecutors' offices, the courts, the ACLU, and the public in general. Early results from agencies that have deployed them demonstrate a decrease in officer use of force as well as decreased complaints against officers. BWCs also provide further digital evidence for public safety personnel to assist in the prosecution of criminal offenses.
This technology will be used as a tool to assist public safety personnel in the prosecution of crimes while simultaneously protecting the City by reducing its civil liability. The system will protect digital evidence and track all access to the data, thereby reducing the risk of unauthorized use and access.
Staff began following discussions that were being had across the nation earlier this calendar year. As those occurred and agencies started to test and evaluate the use of BWCs in the field, Police and IT staff tracking those discussions and evaluating the possibility of building the addition of BWCs into the FY 2016 budget at the same time upgrades to the existing ICV systems are planned to occur.
Recent local and national events have accelerated public interest in deploying body worn cameras on uniformed police officers.
Recommendation:
L3. was identified as a best/sole source vendor for the necessary upgrades to the in-car video camera systems and the purchase and integration of BWCs with the existing upgraded in-car video camera system for the following reasons: supporting regional collaboration, operational efficiencies, cost effectiveness as well as L3's skilled technicians, proven experience and knowledge of the City's existing systems.
Countywide Collaboration
Policing agencies in this county have established strong collaborative approaches to acquisition and deployment of many technologies in recent years. Examples include the regional records management and computer aided dispatch systems through CLEMIS and the countywide radio upgrade to the State of Michigan public safety radio system (MPSCS). Benefits of these initiatives include the ability to share and standardize operational policies, train together in the use of these systems when feasible, and if necessary share equipment on a short-term basis if one agency is short a unit and another can loan the equipment while a replacement is being sought. Future funding opportunities continue to be more favorable for government entities that work together to achieve economies of scale where possible. While recent BWC purchases do not create economies of scale at this moment they will open up future opportunities because replacement cycles will be aligned.
Operational Efficiency
L3's BWCs technical specifications are comparable to other units offered by other manufacturers. More importantly, they integrate seamlessly for downloading, categorizing, and storing the data in a chain of custody that protects the integrity of the video for evidentiary purposes. While it may be technically possible to use another manufacturer's device and upload it to the L3 system, it would require several manual steps that add to the staff time necessary to manage the data. Any time a manual step is added it brings the possibility of technical complications or human error, both of which tend to cause skepticism in the validity of the information. Making the process less automated requires Officers to be out of the field for longer periods of time. The only realistic way to minimize additional down time for Officers and sworn supervisors with manual processes is to hire additional non-sworn support personnel to handle those manual administrative tasks. The cost of additional fully loaded FTEs is not factored into this resolution.
Savings
Neighboring law enforcement agencies within Washtenaw County have also been using the L-3 systems for their in-car video. Recently, as peer agencies have reported through the media that they are upgrading their in-car video systems and adding body cameras at the same time, it came to staff's attention that L-3 is making deployment of BWCs more affordable through the end of the calendar year by offering discounted pricing on in-car video system purchases and upgrades as well as their BWCs. The City could save approximately $34,000.00 by entering into the agreement and making the purchase prior to December 31, 2014. Since there has been no desire to change vendors for the total system staff predicts there will be a strong likelihood that L3 will be the preferred vendor even if the BWC purchase is delayed.
L3 received Human Rights approval on May 7, 2014 and complies with the requirements of the City's living wage ordinance.
Installation of the BWC will be done in the most cost-effective manner when the equipment is received. An estimated installation cost is included in the appropriation request.
Staff
Prepared by: Deputy Chief Greg Bazick, AAPD
Reviewed by: Chief John Seto, AAPD/Safety Services Administrator
Body
Whereas, The Ann Arbor Police Department has determined it is necessary to upgrade the existing in-car video camera systems in its patrol vehicles;
Whereas, L3 Communications Mobile-Vision, Inc (L3)., the original vendor/installer for the in-car video camera systems manufactures Body Worn Camera that are designed to seamlessly integrate into the existing data management and data storage back office software used for the in-car video systems;
Whereas, L3 has been determined to be the best/sole source provider for an integrated BWC/in-car video system on the basis of:
· Proven experience and knowledge of the City's existing systems
· Regional collaborative opportunities in training, technical support/tactical incident support, and funding by acquisition of the same equipment being acquired by other community policing forces
· Cost effectiveness
Whereas, L3 received Human Rights approval on May 7, 2014 and complies with the requirements of the City's Living Wage Ordinance; and
Whereas, Funding for this purchase is available in fund balance of Fund 0028 (Federal equitable sharing).
RESOLVED, That City Council approve a contract with L3 Mobile-Vision, Inc. in the amount of $157,760.00 for upgrades to Police In-Car Video Camera Systems, Back Office Software, Electronic Storage and Body Worn Cameras (BWCs);
RESOLVED, That City Council appropriate the necessary funding for acquisition and installation in the amount $173,760.00 from the Fund 0028, Federal Equitable Sharing, Fund Balance, to the FY2015 Fund 0028 budget for expenditure without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the contract with L3 Mobile-Vision, Inc. after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution.
Sponsored by: Councilmembers Warpehoski and Kailasapathy and Mayor Taylor