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HomeMy WebLinkAboutR-2006-066 Digital Video Recording Systems Sole Source PurchaseA RESOLUTION RESOLUTION NO R-2006- 66 authorizing the purchase of the COBAN In -car Topcam G2 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, COBAN Research and Technologies has developed a new and significantly upgraded Digital Video Recording System for the patrol cars known as the Topcam G2; and WHEREAS, the Topcam G2 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 new Digital Video Recording equipment 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 Topcam In -car G2 Digital Video Recording System; and WHEREAS, COBAN is willing to provide the Topcam G2 Digital Video Recording System hardware and software for a purchase price of $2,500 plus $350 for a removable hard drive per patrol car for thirty-six patrol cars for a total sum of $102,600 plus tax; and WHEREAS, the City Council finds it would be futile to call for bids regarding the COBAN Topcam In -car Digital Video Recording System as the systm 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 Topcam 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 thirty- six Topcam In -car Digital Video Recording Systems from COBAN Research and Technologies for a total price of $102,600 plus tax as a sole source purchase without calling for bids. ADOPTED BY THE CITY COUNCIL th18th day of April, 2006. David Edler, Mayor ATTEST: City Clerk BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting Of 4/18/06 ITEM TITLE: Resolution to Authorize the Purchase of Digital Video Recording Systems for the Police Patrol Cars as a Sole Source. SUBMITTED BY: Rita DeBord, Finance Director CONTACT PERSON/TELEPHONE: Rick Pettyjohn, Information Systems Mgr - 575-6098 SUMMARY EXPLANATION: The City has been utilizing the COBAN Research and Technologies Digital Video Recording System for approximately three years. This system consists of both in -car equipment in each of the Police patrol cars to record incidents and in -station equipment for archiving and viewing the video recordings. The in -car equipment is in serious need of replacement due to a variety of reasons. First, the equipment is now approaching three years of usage. Due to the difficult conditions of the mobile work environment, three years is about the average life span of computer equipment in the patrol cars. As a result, the Police Department is experiencing frequent failures of the existing in -car COBAN equipment. Second, because we use the COBAN system for both video recording and for the mobile data computers, these failures result in the loss of both video recording capabilities and in -car computer access. As a result, the police are no longer using the video recording capabilities of the system because it dramatically increases the risk of losing the in -car computer capabilities. Third, because the City was one of the first to implement in -car digital video recording technology, we have experienced many of the problems and inconveniences expected by early technology adopters. The newer technology has eliminated these problems and will now allow us to divide the video recording functions and the mobile data computer functions between two computers. (Summary Explanation continued on next page) Resolution XX Ordinance Other (Specify) Contract Mail to (name and address): Phone: Funding Source General Fund, Police Capital, Criminal Justice .3% Sales Tax APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Adopt Resolutions BOARD/COMMISSION RECOMMENDATION: COUNCIL ACTION: Resolution adopted. RESOLUTION NO. R-2006-66 The ability to use separate computers is a significant advantage. By dividing the video recording and mobile computer functions, the patrol cars will no longer have a single point of failure in their computer systems. This is made possible by improved technology and physical design that results in smaller equipment allowing us to mount the video equipment on the patrol car ceiling thereby freeing space for a separate mobile computer. In addition, the new technology uses considerably less electrical power. This makes the use of a second computer more feasible. Other cities, - including Seattle - are operating their COBAN video recording and computer systems in this manner and are experiencing good performance. We have specified the COBAN Topcam G2 In -car Video Recording System to replace the existing in -car equipment for three reasons. First, the Topcam G2 is an upgrade to the existing COBAN system and will allow us to continue to utilize all of our existing in - station video archiving and viewing equipment and some of the field equipment. This represents a City investment of over $130,000. Second, and more importantly, it allows us to seamlessly integrate the new video recordings with the historical files. Third, because of the difficulties the City has experienced with the existing video recording system, COBAN Research and Technologies has offered to sell the new units to the City for $2,500. This represents more than a 50% discount. In addition, we are requesting an additional removable disk drive for each in -car system for the secure transfer of the videos to the in -station archiving equipment. The disk drives cost $350 each. Total cost of the COBAN equipment will be $102,600. ($2,850 each x 36 patrol cars) Since COBAN Research and Technologies is the developer, manufacturer, and marketer of the Topcam G2 system, we respectively request approval of the attached resolution designating COBAN Research and Technologies as the sole source for the purchase of thirty-six Topcam G2 In -car Digital Video Recording Systems and removable hard drives. The 2006 Budget included an approved Policy Issue to replace the patrol car computer systems. Completion of this project as specified in that Policy Issue will also require purchase of new laptop computers. We are recommending Itronix Gobook III computers. These are "ruggedized" specifically for use in difficult mobile environments such as patrol cars. We have tested the Itronix and other computers in the patrol cars during the first three months of the year. We have also called reference sites. As a result of those tests and calls, the Police Department and the Information Systems Division highly recommend implementing the combination of the COBAN Topcam G2 and the Itronix Gobook III systems. Total costs are as follows: COBAN Topcam G2 $2,500 Removable Hard Drive 350 Itronix Gobook III 3,795 Docking Cradle 479 Miscellaneous Mounting Equipment 244 Sub -Total per Patrol Car $7,368 Times Thirty-six Cars x36 Sub -Total for Fleet $265,248 Sales Tax (8.2%) 21,750 Total Cost $286,998 Funding sources for this project are as follows: 333103-52120350 - C J Sales Tax .3% Sm Tools & Equip $105,000 333111-52120350 - Crime Prevention Sm Tools & Equip 105,000 333111-59421642 - Crime Prevention Operating Equip 37,350 * 052103-59418646 - C J Sales Tax .3% Data Processing Equip 39,648 Total Funding Sources 286,998 ** * Savings from Dataradio project. ** Total funding is included in the 2006 Budget. We project that we can complete installation of the COBAN and Itronix systems in ten cars per month. Assuming we start in early May, we should be able to complete the project by the end of August. Completing the project will restore a very valuable tool to our law enforcement personnel. Staff Recommendation: The Police Department and the Information Systems Division recommend the Council adopt the attached resolution authorizing a sole source purchase agreement with COBAN Research and Technologies as described herein.