DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliot
COUNCIL DISTRICTS IMPACT: Citywide
SUBJECT: SAPD Body Worn Camera Technology Solution
SUMMARY:
An Ordinance authorizing a contract with TASER International, Inc. for an initial five year term with options to extend for three additional one year terms to provide the San Antonio Police Department with a Body Worn Camera Technology Solution in an amount up to $16,616,950.52 for approximately 2,200 body camera systems over a two year deployment cycle that includes hardware, storage requirements, training and expert testimony funded from the previously awarded U.S. Department of Justice Bureau of Justice Assistance Grant and the FY 2016 General Fund.
BACKGROUND INFORMATION:
Current events across the nation have brought body worn cameras to the forefront in policing and the subject of significant discussion in the law enforcement and civil liberties communities. The San Antonio Police Department (SAPD) has always sought to be proactive and adaptive to new technologies as they become available.
In November 2010, SAPD / ITSD launched COBAN mobile video and voice recording equipment installed in 28 DWI specific vehicles. Since then, SAPD / ITSD have deployed the COBAN in car video system into 651 marked patrol vehicles and helicopters and 25 motorcycle units. This equipment has the capability to gather video evidence as a recording of officer and citizen interaction from the perspective of the patrol vehicle. SAPD now seeks to outfit downtown bike patrol, parks police and patrol officers with body worn camera technology.
The SAPD conducted a pilot test of body cameras during 2014. Upon completion of the pilot test program and the presentation of findings to the City Council the Police Department, with the Purchasing Division of Finance, developed and released a Request for Sealed Competitive Bids (RFCSP) on April 6, 2015 with a submission deadline of April 27, 2015. The solicitation allowed for an initial deployment of 251 body worn cameras with the option to scale the solution to 2,200 body worn cameras over multiple deployments. Nine responsive proposals to the City’s RFCSP were received.
A seven person Evaluation Committee consisting of personnel from the City Manager’s Office, SAPD, and the Information Technology Services Department (ITSD) were tasked with evaluating the proposals. The Finance Department, Purchasing Division, assisted by ensuring compliance with City procurement policies and procedures. The proposals were evaluated based on the firm’s experience, background and qualifications, proposed plan and price schedule.
The evaluation of each proposal response was based on a total of 100 points; 20 points allotted for experience, background and qualifications; 45 points allotted for proposed plan; and 15 points were allotted for respondent’s price schedule. Twenty preference points were allotted for the Small Business Economic Development Advocacy (SBEDA) Program, SBE Prime Contractor Program Affirmative Procurement Initiative.
The Evaluation Committee met on May 15, 2015, to discuss and evaluate the nine responsive proposals received. After an initial committee review and discussion, individual scores were submitted and the aggregate scores were presented. The committee shortlisted the three top-ranked firms for interviews: Wolfcom Enterprises, VIEVU, and TASER International Inc.
During the interview, the companies were asked to provide product updates, emerging technology roadmaps and were subjected to questions from the Evaluation Committee. The committee met on July 14, 2015 and individual scores were resubmitted. After a recommendation for award was agreed upon by the committee, the pricing scores were revealed. Taser International Inc., received the highest ranking and was recommended for award by the evaluation committee.
Briefings were made to Public Safety Committee on January 7, 2015 and to High Profile Committee on April 14, 2015. A Post-Solicitation briefing was made to the Criminal Justice, Public Safety and Services Council Committee on August 12, 2015.
The planned implementation for this solution will occur over multiple deployments. SAPD will initially deploy 251 new Body Worn Cameras. This deployment will be to the Downtown Bike Patrol Unit (72 body cameras) and the Park Police (179 body cameras). These Units have been selected since they currently do not have video support. The Downtown Bike Patrol does not utilize patrol vehicles and thus does not have access to the Coban in-car system. The Parks Police have not been issued Coban in-car systems, and a majority of their operations are on foot, ATV, or bicycle. The second deployment phase will prioritize the Eastside Substation based on the parameters set out in the US Department of Justice Bureau of Justice Assistance Grant for which the SAPD received $1 million. SAPD will then assess and utilize use of force complaints information prior to moving forward with additional planned camera deployments during FY16 and FY17.
Contract pricing was negotiated for a subscription based cost per officer deployed camera. The base cost includes the camera, docking station for uploading and charging camera units and a subscription for the software to manage the information captured by the camera. Additionally, pricing was established for units that will be deployed to officers that operate a motor vehicle to allow for activation of the camera utilizing blue-tooth technology. A firm pricing structure has been negotiated for the digital storage of information captured by the camera throughout the term of the contract.
The initial term for this contract is upon award through September 30, 2020. Three additional one-year renewals at the City’s option will also be authorized by this ordinance. This contract contains provisions allowing other agencies to leverage pricing, terms and conditions agreed to by TASER International Inc. and the City of San Antonio. A discount schedule has been established through this contract to allow for additional price breaks to be realized by the City for future deployments based on the scale of units ordered by other participating agencies. Additionally, the City will realize more favorable pricing for future deployments if another entity establishes better pricing while utilizing the terms and conditions of this contract.
ISSUE:
SAPD seeks to ensure transparency of officer and citizen interactions through an innovative program and technology for the City’s crime prevention and law enforcement programs has been found.
This contract allows for options to purchase up to approximately 2,200 units, an 18 month replacement/service warranty, training, access to the firm’s emerging technology, expert testimony and an off-site (Cloud) storage solution.
SAPD has added eight (8) staff members in the Fiscal Year 2016 budget to primarily support management of video and open records requests for the Body Worn Camera project. Additionally, SAPD has received from the U.S. Department of Justice grant funds in the amount of $1,000,000. The match will come from positions added to manage the program. The match for this grant was also included in the FY2016 adopted budget. SAPD will continue to proactively seek out local, state and federal grant monies to fund this deployment and future technology / law enforcement initiatives.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, SAPD will be required to continue to rely on the mobile in-car video systems that are currently deployed. Units such as the Downtown Bike Patrol and Park Police would not have access to camera systems to record their operations and contact with the public.
FISCAL IMPACT:
The total cost for Fiscal year 2016 is $1,072,059. Of that the initial deployment of 251 cameras will cost $371,000.59. An additional 787 cameras will be deployed throughout the remainder of the fiscal year at a cost of $598,308 with funding approved by City Council through the Fiscal Year 2016 budget approved on September 10, 2015. Also an additional cost of $102,750 will be incurred to purchase 685 AXON Signal Units. Funding for all deployments and future storage requirements will be subject to subsequent annual budget approvals.
RECOMMENDATION:
Staff recommends the approval of a contract with TASER International, Inc. and the appropriation of the additional funds to provide the Police Department with a full complement of body worn cameras.
This contract is procured by means of a Request for Competitive Sealed Proposals and a Contracts Disclosure Form is required.