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Home My WebLink About17 BODY WORN CAMERA REPLACEMENTDocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11 MEETING DATE: TO: FROM: SUBJECT: SUMMARY AGENDA REPORT MAY 17, 2022 MATTHEW S. WEST, CITY MANAGER STU GREENBERG, CHIEF OF POLICE BODY WORN CAMERA REPLACEMENT Agenda Item 17 DS Reviewed: 5W City Manager Finance Director �a The Tustin Police Department is committed to a partnership with our business and residential community to provide the highest level of service based on trust and transparency. Body worn camera footage serves as another layer of transparency and provides unparalleled public accountability by providing a detailed and accurate account of the events as they occur. In terms of evidence collection, the cameras provide an invaluable record of statements, physical evidence and the timeline of events during crimes in progress and other critical incidents. The capture and recording of these critical incidents and police related encounters strengthens our relationship with the community through increased trust and confidence. These are some of the reasons the City of Tustin adopted the body worn camera program which was implemented in 2016. Our last contract with WatchGuard was a five-year contract and cameras were due to be replaced last year. Due to other large-scale projects occurring at the Police Department and the fact WatchGuard's new generation cameras had just come out, we purchased the extended warranty on our existing cameras in an effort to extend the cameras usage for one more year. Technology moves quickly and our existing body worn cameras are now six years old. Officers are currently experiencing hardware issues and are having consistent problems with battery life. WatchGuard has developed new generation cameras and are phasing out our existing cameras. This coupled with the global supply chain issues related to electronics, have made it difficult to attain replacement cameras and parts when ours are damaged in the field, break or the battery is depleted. The new generation cameras have updated features, improved hardware and longer battery life. Our officers are currently field testing these new generation body worn cameras and the reviews have been extremely positive. In order to keep our body worn camera program operational, it has become necessary to replace our current cameras with the new generation WatchGuard body worn cameras. DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11 Body -Worn Camera, In -Car Video, and Mobile Data Computer Purchase May 17, 2022 Page 2of5 RECOMMENDATION It is recommended the City Council: 1. Approve a supplemental appropriation in the amount of $170,740.10 from unappropriated reserves of the Equipment Replacement Fund (Fund 184). 2. Approve the acquisition of 121 Body -Worn Cameras and related equipment from WatchGuard. FISCAL IMPACT Total Solution Costs: Body -Worn Camera Includes all devices, mounting accessories, licensing and applicable sales tax) $428,340.00 Cloud Based Unlimited Storage and Sharing Included Third Year Hardware Refresh Included No Fault 5 -Year Hardware Replacement Warranty Included USB Docking Stations $1,200.00 In Car WiFi Docking Stations $15,300.00 8 Bay Transfer Stations $25,200.00 On Premise Upload Server $6,000.00 Unlimited Data Storage for In Car Video $31,824.00 Onsite Assist/Install/Trainin /Confi uration $5,000.00 Shipping Costs $1,815.00 Estimated Taxes $36,893.10 WatchGuard Body Camera Update Total: $551,572.10 Upfront Costs: Unlimited Storage for In Car Video $31,824.00 Onsite Assist/Install/Training/Configuration $5,000.00 Shipping Costs $1,815.00 Estimated Taxes $36,893.10 First Year Service Fee $95,208.00 Total Initial Costs: $170,740.10 Total Deferred Costs: $380,832.00 Ongoing Annual Costs Years 2 — 5 Annual Fee Including All Storage Costs $95,208.00 Total Annual Costs Years 2 — 5: $380,832.00 DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11 Body -Worn Camera, In -Car Video, and Mobile Data Computer Purchase May 17, 2022 Page 3of5 The tables above illustrate the costs associated with replacing the Police Department's current body worn cameras. The total five-year solution cost to replace 121 body worn cameras and all related equipment is $551,572.10. The contract is bifurcated into upfront costs and deferred costs. The upfront cost is $170,740.10 which includes the purchase of direct purchase items for $75,532.10 and the first year of the service for $95,208. This leaves a deferred amount of $380,832 which will be paid on an annual basis at $95,208. The City currently spends approximately $80,000 per year for body worn camera video storage costs, which will require an increase of $15,208 per year to accommodate the new annual fee of $95,208. Currently, the City sets aside approximately $315,000 per year towards the anticipated replacement of body worn camera, mobile data computers (MDC), and other equipment. This amount has been increased over the last several fiscal years to accommodate the replacement of equipment. During the past five years, $1,110,000 has been transferred to Equipment Replacement Fund (Fund 184). Annually, the City budgets $80,000 for the storage costs associated with the body worn cameras. However, the City is billed based on actual storage used as such the total storage costs over the last five years is approximately $300,000. We also recently purchased new mobile data computers for the patrol cars for a total of approximately $278,500. With these expenditures, the remaining balance in the equipment fund is approximately $531,500. CORRELATION TO THE STRATEGIC PLAN Goal B: Enhancing Resources and Technology — Improve police services to the community through the use of advanced technology. T_T43 Xel:loll] z I o71 Q 6'id11*1 IC Z The implementation of body worn cameras has enhanced the Police Department's ability to effectively fulfill the Department's mission and provides greater transparency, builds upon our public trust, improves evidence collection and provides first-hand proof of our professionalism. To continue with this program, it has become necessary to replace our end of life body cameras with new generation body cameras. Officers have been field testing these new generation body cameras and the reviews have been positive. Our existing body cameras have internal batteries and as a result, when they deplete they have to be placed on a charger. This renders the camera not useable until the battery charges. Additionally, when the batteries are end of life the entire camera needs to be replaced. The new generation body cameras have detachable batteries and can be swapped out any time, keeping the cameras in the field indefinitely. In field testing, these batteries have been lasting ten to twelve hours, depending on usage, and the ability to swap out the batteries quickly has kept them in the field. DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11 Body -Worn Camera, In -Car Video, and Mobile Data Computer Purchase May 17, 2022 Page 4 of 5 The new generation WatchGuard cameras also come with a phone application. This phone application will be downloaded to all department issued cellular devices and will allow officers to view video streamed from their body cameras while still in the field. With our existing body cameras, officers have to return to the station and dock their body cameras in order for the media to upload to the server. After waiting for the video to upload, they can then view the video and write their police reports. With the new phone applications, officers will be able to stay in the field longer and will not need to come back to the station to view their video. At the end of their shifts, they can dock their body cameras and the video will be uploaded to the cloud server. With our existing platform, we are uploading our video to an onsite server before it is uploaded to the cloud for permanent storage. This onsite server is maintained by City IT staff and will soon need to be replaced. By upgrading to the new generation body cameras, we will also be upgrading to the WatchGuard Evidence Library Cloud which will eliminate the need for a City maintained temporary onsite server. As with our last body camera contract, this contract has included a "No Fault Warranty". Body cameras are subjected to rigorous conditions in the field, and as a result can sometimes get damaged. If the cameras are damaged for any reason or if there are any defects found at any point, the cameras can be returned to WatchGuard where they will be replaced at no additional charge. Another important add on in this contract is a "Third Year Refresh". In the world of technology, technology moves at such a fast pace and a five-year contract can leave you with out of date equipment towards the end. We want to ensure that if WatchGuard develops new technology or new features within the next five years, we will be able to upgrade to that new technology at no charge. Due to the fact we are currently WatchGuard customers and we have existing WatchGuard video equipment in our police cars, we view WatchGuard as sole source vendors. Our in -car video equipment does not need replacement and we have had little to no issues with the equipment. WatchGuard body worn cameras sync with the in -car video equipment, which allows incidents to be linked to each other. Additionally, when the body worn camera turns on, the in -car video turns on and vice versa. There is also a docking/charging bay inside of each patrol car that allows the body worn cameras to be charged. If we were to go with another company, we would have to replace the in -car video equipment along with the new body cameras, which would incur a much larger cost. If this proposal is approved by City Council, we expect to begin the purchase process immediately and hope to take possession of the new equipment by the end of June. We expect full distribution and implementation by the end of July. DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11 Body -Worn Camera, In -Car Video, and Mobile Data Computer Purchase May 17, 2022 Page 5 of 5 DocuSigned by: DocuSigned by: S cGREENSE GTTEM L^EY Chief of Police Lieutenant Attachments: 1. WatchGuard Body Worn Camera Replacement Quote DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11 WatchGuard Video 415 E. Exchange Allen, TX 75002 (P) 800-605-6734 (F) 212-383-9661 Prepared For: Tustin Police Department - Attention: Matt Nunley 121V300 - VaaS Body -worn camera and evidence management software - 5 Year Video -as -a - Service Package @ $59 per Month AAS-BWC-5YR-001 (PaaS) Video -as -a -Service includes CommandCentral Evidence, the cloud -based evidence management system with unlimited device storage and unlimited cloud sharing. 1 User License per Body Worn Camera. 50 GB of non -device storage included per device, averaged across all devices in the program CommandCentral Evidence, Records, Redaction, Sharing, Community Engagement capabilities and capture application included. Body -worn camera (battery + choice of mount included) Third year technology (Hardware) refresh. 5 -year agreement (billed Quarterly or Annually) Advanced hardware replacement service & 24/7 support No -Fault hardware warranty USB Docking Station Video -as -a -Service Package @ $4 per Month AAS-BWC-USB-DOC (PaaS) USB Dock for Body -worn camera including USB Cable WiFi Dock Video -as -a -Service Package @ $5.00 per Month AAS-BWC-WIF-DOC (PaaS) WiFi Dock - Connects Body -worn camera to In -car Video Transfer Station (8 Bay) Video -as -a -Service Package @ $30 per Month AAS-BWC-XFS-DOC (PaaS) 8 -Bay Ethernet Transfer Station Ethernet Cable, Rack mount (optional) & Power Cord Page l of 3 M0T4DjR0LA SOLUTIONS 121 $3,540.00 $428,340.00 5 $240.00 51 $300.00 $1,200.00 $15,300.00 14 $1,800.00 $25,200.00 DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11 Upload Server On -Premise - Video -as -a -Service Package @ $100 per Month 1 $6,000.00 $6,000.00 AAS-UPL-SVR-001 (PaaS) Store and Forward Server for Fast Video Offload Use with in -car upload via Access Point or Body Worn Camera Transfer Stations On -premise deployment, 1 U rack mount, 8TB of storage, 16GB RAM, 2x10G network cards, Intel Xeon processor (HDW-UPL-SRV-501) 5 Year Warranty CC Evidence Unlimited Data Storage for ICV 51 $624.00 $31,824.00 SSVOOS02784A Monthly Payments: $7,934.00 Unlimited for In Car Video $95,208.00 Priced Annually: $52 per car per month Managed Software Installation Service; On -Site Assist Install, Training, 1 $5,000.00 $5,000.00 Configuration, Project Management, Consultation W GW 00122-400 Shipping - BWC Unit 121 $15.00 $1,815.00 FRT-BWC-01 Freight delivery for each Body Worn Camera Unit Estimated Tax 1 $36,893.10 $36,893.10 Tax Purchase as a Service (PaaS) Financial Profile Total Price: $476,040.00 Contract Term: 5 Years Monthly Payments: $7,934.00 Annual Invoice: $95,208.00 Page 2 of 3 DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11 Notes 1. This Quote is valid for 90 days from the Quote Date. Pricing may change thereafter. 2. Any sales transaction resulting from this Quote is based on and subject to the applicable Motorola's Standard Terms and Conditions, notwithstanding terms and conditions on purchase orders or other Customer ordering documents. 3. Motorola's Standard Terms and Conditions are found at www.motorolasolutions.com/product-terms. 4. Payment Terms: Equipment -Net 30 days upon shipment; Installation -Net 30 days upon completion; Services and Subscription Agreements -Net 30 days from receipt of Order. 5. The pricing in this Quote does not include any applicable taxes (e.g. sales/use tax). 6. UNLESS OTHERWISE NOTED IN THIS QUOTE / ORDER, INSTALLATION OF EQUIPMENT IS NOT INCLUDED Page 3 of 3