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Home My WebLink About05/05/2009 17 Sole Source Purchase of 8 In-Car VMDT II Digital Recording Devices from Coban BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 17 For Meeting of May 5, 2009 ITEM TITLE: Consideration of a Resolution authorizing sole source and purchase of 8 in car digital recording devices from Coban, the singular provider (vendor) of the product. SUBMITTED BY: Sam Granato, Chief of Police CONTACT PERSON/TELEPHONE: Deputy Chief Kelly Rosenow, 575 -6210 SUMMARY EXPLANATION: The City of Yakima Police Department currently utilized the Coban in car digital video recording system on its fleet vehicles. The Department is in need of 8 new units for fleet replacement units. Coban is the only vendor able to provide equipment compatible with the current recording, storage and viewing systems used by the Department. We have determined that for now and into the foreseeable future we shall continue to use this system. It is with this in mind that we ® are now requesting the sole source and authorization to purchase the 8 in car digital recording units for a total of $72,200. The equipment will be purchased out of the Law and Justice Capital. Fund. X Resolution Ordinance Contract Minutes Plan/Map Notification List Other (Specify) Funding Source: Law and Justice Capital APPROVED FOR SUBMITTAL: \\ CITY MANAGER . . STAFF RECOMMENDATION: Adopt resolution BOARD /COM M ISSION RECOM MENDATION: COUNCIL ACTION: 0 11111 RESOLUTION NO R -2009- A RESOLUTION authorizing the purchase of the COBAN In -car VMDT 11 Digital Video Recording System as a sole source purchase without calling for bids. WHEREAS, Article VI, Section 6 of the City of Yakima Charter and the Yakima Municipal Code Chapter 1.80 generally require that purchases in excess of $25,000 be done by competitive bid, subject to certain exceptions; and WHEREAS, the law recognizes a "sole source purchase" exception from bidding requirements, when due to the uniqueness of the product to be purchased and the fact there is only one source for the product, it would be futile to utilize competitive bidding; and WHEREAS, the City of Yakima currently utilizes the COBAN Digital Video Recording System both in the Police patrol cars and in the in- station archiving and viewing stations; and WHEREAS, the VMDT II is fully compatible with the City's existing COBAN in- station archiving and viewing station hardware and software thereby allowing continued use of this in- station system and the historical files; and WHEREAS, the City requires eight new Digital Video Recording systems for the Police patrol cars; and WHEREAS, COBAN Research and Technologies owns the rights to and is the manufacturer and sole marketer of the COBAN VMDT II In-car Digital Video Recording System; il and WHEREAS, COBAN is willing to provide the VMDT Digital Video Recording System hardware, software and peripheral equipment for a purchase price of $9,600 for eight patrol cars for a total sum of $72,200 plus freight and sales tax; and WHEREAS, the City Council finds it would be futile to call for bids regarding the COBAN VMDT II In-car Digital Video Recording System as the system is offered solely by COBAN Research and Technologies; and WHEREAS, the City Council deems it to be in the best interest of the City of Yakima to authorize the purchase of said VMDT II In -car Digital Video Recording System from COBAN Research and Technologies, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager of the City of Yakima is hereby authorized to purchase eight VMDT In- car Digital Video Recording Systems from COBAN Research and Technologies for a total price of $72,200 plus freight and sales tax as a sole source purchase without calling for bids. ADOPTED BY THE CITY COUNCIL this 5 day of May, 2009. David Edler, Mayor ATTEST: City Clerk r +Effs /a A L Sales Quote 16.0‘ V II Quote # Date 41111113 DH042709 4/27/2009 Exchange Dr.,Ste.536 Stafford, Texas 77477 281.277.8288 Bill To: Ship To: Customer Name Yakima Police Department Customer Address City,State Contact z� ,. 4 sn , �� , ig � . ' alt �. s. 5 r 4�3 ,,,ec "P ,� .s ,,� 1 ;- .hg iksy r � e ti,. . «-^ . _ r . ? .,` . , t"-_.-m - 1 0 ,-I. X ` e ` �``, - y .t.,^'� 1 - t», ,- - . . _ ^` .I ^*+a l,� * ft. v 'i'S N/A NET 30 DAYS 30 DAYS $ §g `-,"' ^g .'Y f *" a.�,uS, k A 2' 'm s of r-, )f -nr''r• -�`.:x .l: °' f t . v" ,; ;n2,'-efl "d f:" :7-...1.K.1 Coban In-Car In-Car Systems SYSV2SCSM VMDT II - 12" Monitor System Single Camera Single Microphone $ 7,800.00 8 $ 62,400.00 CPU Module: 1.6GHz P- Mobile, 1GB RAM 12" Touchscreen Infrared Monitor 40 GB Internal HDD 40 GB Removable HDD Power Supply Sony Camera (Front Facing only, Color) TG-3 USB Keyboard w/ touchpad Built in 802.11 alg wireless III 12ft Backseat Cover Microphone Microsoft Windows XP -PRO Note: Other items that need to be order are mounting and DVMS license and SCOPT-20 if wireless upload is being deployed. Mice ....i+ Anew ...a ...:a.......ie... Coban Options SCMIC -CHG10 10 Mic Charging Station $ 495.00 $ - SCOPT-01 GPS $ 250.00 included SCOPT-03 Dual Microphone Receiver Module (Receiver Only) $ 395.00 $ - SCOPT -04 Crash Sensor $ 250.00 $ - SCOPT -05 Gigatek Card Reader $ 150.00 $ - SCOPT-08 Add Additional Back Seat Infrared Camera to Main Camera Module $ 250.00 8 $ 2,000.00 (This upgrade must be addressed during initial order, cannot be used if cage divider is Ptexi glass or if a shotgun mount is mounted on the di..i, ... .....0 11,...4tmeausrs ®... ee.a•e e..he444.41.. erflOT 110 SCOPT-10 Radar Integration (Radar type must be confirmed, pd must provide cable $ 150.00 $ - and or interface components) SYSTS-01 Tech Support Kit $ 495.00 $ - Coban Mounting Description ( Coban does not provide mounting equipment below the . keyboard for VMDT, Tablet It MDT, de arbnent will need to use its existing or procure alarm to support the monitor and keyboard mount from Coban.) MAV2 -01 CV VMDT II Mount, No Monitor Pedestal (required, unless system is $ 250.00 8 $ 2,000.00 compatible with third party vendor) 110C CPU and Power Supply Piggy Back mount (for trunk mounting only, $ 75.00 SCOPT -19 must also be selected) COPT -19 Trunk Mount Cable Extension Package $ 100.00 Coban Spares ISCMIC-PKGBT [Package B ( Transmitter) $ 335.00 1 $ - SCMIC-TANT Transmitter Antenna $ 12.00 $ - SCMIC -BP01 Lithium Ion Battery $ 20.00 5 - SCMIC-LCO3 Microphone - Leather Pouch $ 2 $ - SCMHD-1840 40GB Removable HOD $ 350.00 8 $ 2,800.00 SCCMR-01 Complete Sony 11A Camera w/o IR $ 670.00 $ - SCCMR-02 Complete Sony 11A Camera w/ IR $ 845.00 $ - • Coban Transfer Hardware In -Car SCOPT -20 Fixed Wireless - External Antenna (per vehicle) $ 150.00 $ - Coban BackOffice Software WDVMS -LC DVMS Software License Fee / In-Car Unit 5 150.00 8 $ 1.200.00 Automated DVD Burner Note: DVMS- Automated DVD Buming Software must be purchased whether DVD burner is supplied by Coban or PD. Also requires minimum of ANP 1 CFT.OR Inr aofrrn DVMS extended storage capabilities with DVD Bumer. BDVD - 50 50 Disk - Automated Robotic CD/DVD Back -up Solution -Table Top / Rack $ 3,350.00 $ - Mount WLIC -14 DVMS - Automated DVD Buming Software $ 2,995.00 $ - In-Car Installation (LIMST -01 In-Car Hardware Installation / Car - Includes Travel $ 500.00 $ - Warranty / Service WARR-V23 VMDT 2- Second/Third Year Extended Warranty $ 850.00 8 $ 6,800.00 • ( include DVMS Annual License Fee & Standard 1st yr. Manufacturers Warran$vl Shipping LSHIP -02 Shipping per unit cost (VMDT) ' $ 100.00 8 $ 800.00 LSHIP -03 Shiooina Der unit cost ( MISC) CALL Total $ 78,000.00 • • 0 I Required Storage for: 1 Number of Cars: 0 Number of Shifts Per Car per Day: 0 Total Number of Shifts per day: 0 Hours of Video Per shift per Day: 1 01 Total Number of Hours of video per day: 1 01 Number of Days to store = Total Storage in Gigabytes. Video Format: Do not change anything in this '. D 1.11 Video per area. (Single Camera Only) r.�„ 30 60 90 120 180 365 Mpeg 1(600 MB/ Hour) X Total # of Hours 0.6 0.0 0.0 0.0 0.0 0.0 0.0 0.0 Mpeg 2 (1.2 GB / Hour) X Total #of Hours 1.2 0.0 0.0 0.0 0.0 0.0 0.0 0.0 Mpeg4: Bit Rate 1 (350 MB / Hour) X Total # of Hours 0.35 0.0 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 2 (500 MB / Hour) X Total # of Hours 0.5 0.0 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 3 (630 MB / Hour) X Total # of Hours 0.63 0 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 4 (770 MB / Hour) X Total # of Hours 0.77 0 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 5 (1.02 GB / Hour) X Total # of Hours 1.02 0 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 6 (1.260 GB / Hour) X Total # of Hours 1.26 0 0.0 0.0 0.0 0.0 0.0 0.0 WITH Manual Rear Camera Activation (1/4 of - - total) Do not change anything in this area. 30 60 90 120 180 365 Mpeg 1 (600 MB/ Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Mpeg 2 (1.2 GB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Mpeg 4: Bit Rate 1 (350 MB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 2 (500 MB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 3 (630 MB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 4 (770 MB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 5 (1.02 GB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 6 (1.260 GB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Simultaneous Camera Recording: Double the total. Do not change anything in this area. 30 60 90 120 180 365 , Mpeg 1(600 MB/ Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Mpeg 2 (1.2 GB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Mpeg 4: Bit Rate 1(350 MB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 2 (500 MB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 3 (630 MB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 4 (770 MB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 5 (1.02 GB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 Bit Rate 6 (1.260 GB / Hour) 0.0 0.0 0.0 0.0 0.0 0.0 III 411 •