title
APPROVE UPGRADE TO THE POLICE DEPARTMENT’S BODY-WORN CAMERA SYSTEM
recommended action
RECOMMENDATION
It is recommended that the City Council adopt, by motion, findings to support an exception to the competitive bidding requirement, and authorize the execution of a five-year Independent Contractor Agreement with VIEVU, LLC to upgrade and supply the Stockton Police Department’s body-worn cameras; and authorize and execute a five-year VIEVU Solution Services Agreement for a web-based software application.
body
Summary
Body-worn camera systems provide a tool for offering institutional transparency, community accountability, encouraging professional conduct, and offering additional evidence both in completing a crime report and in investigating complaints of police misconduct. Body-worn cameras are for the benefit of all parties including protecting officers from false allegations. The use of video technology is becoming increasingly important to police work and communities who both seek better accountability and transparency. The Stockton Police Department (SPD) currently uses body-worn camera technology but recommends upgrading current inventory with a device that provides “pre-event recording,” a Cloud storage solution, and more efficient distribution capabilities. Pre-event recording refers to the camera’s ability to record video only in a 30-second loop which allows for capturing actions before user activation of full recording capabilities. Staff recommends Council authorize a five-year contract with VIEVU, LLC to provide 350 body-worn camera devices, maintenance, support, and standard equipment upgrades; and a five-year VIEVU Solution Services Agreement to provide web-based data storage and software application, for an annual cost of $201,600.
DISCUSSION
Background
In June 2015, City Council approved the purchase of body-worn camera devices, a standalone storage solution, and additional staff positions to support the program. At that time, Cloud storage was a relatively new concept and not widely tested for the needed data security requirements of law enforcement. The SPD currently has just over 400 VIEVU LE3 body-worn cameras. There are 305 cameras deployed in the field, 33 cameras designated as “pool” for hire-back and when assigned cameras need to be serviced, and 71 cameras in stock in anticipation of new hires and to replenish the “pool” cameras. In late 2016, VIEVU, LLC notified the SPD that the LE3 model is no longer in production due to the elimination of the manufacturing of several internal components. This change requires the SPD to upgrade its current devices to the new LE4 model from VIEVU, LLC, or seek out an alternative device altogether. By upgrading, we can turn in our existing cameras and receive a credit from VIEVU, LLC towards the purchase of new cameras. If another vendor is selected, the LE3 cameras would likely be recycled or otherwise disposed.
In addition, Cloud storage for the large data files created by body-worn cameras has now been through rigorous security testing and has also become more affordable as part of an overall body-worn camera program component. The current vendor VIEVU, LLC, as well as the vendors whose products were evaluated in 2015, were again researched as to their current devices. All three vendors have models that have pre-event recording capabilities and Cloud storage solutions through the CJIS compliant Microsoft Azure solution; this means there is more than one vendor who can provide a device that meets the SPD’s needs. The software, storage, accessibility, and overall functionality remains the determining factors in selecting the vendor that best meets the needs of SPD’s body-worn camera program. There is also a significant challenge to consider on changing the current device and manufacturer - which is how to maintain and access the significant data files already created.
If the SPD were to choose to partner with other vendors, our existing data would not migrate over, it would need to be maintained internally, and it would require a third-party vendor software to continue to make use of it. The SPD would retain ownership of any future data, but if the SPD chose to then separate from that vendor’s service, there would be a cost to transfer all data created back to the SPD for storage. By continuing partnership with VIEVU, LLC, the SPD avoids any data migration issues and still retains ownership of all its data.
Present Situation
A refresh of 350 body-worn cameras will provide the SPD with the ability to provide all personnel assigned to uniformed field patrol with an individual device, and have a surplus to maintain operational capability when units need service, repair, or for events that require officers not normally assigned in a uniform capacity to deploy into the field. The cameras have an average life-cycle of 30-36 months and will be cycled out and replaced at 30 months, per the terms of the proposed Agreement.
Future body-worn camera purchases and program expansion will occur if the authorized staffing of the SPD grows, or the policy for deployment warrants an increase in the number of cameras.
In addition to the purchase of new cameras, Staff recommends entering into the VIEVU Solution Services Agreement (Attachment A) to provide camera data management tools and offsite storage from the web-based application. This service will enable the SPD to streamline responses for body-worn camera file requests by eliminating the need to reproduce DVD copies of files; rather, the application can generate secure share sites and links directly to recipients, such as the District Attorney. The software has a robust tracking and auditing feature controlled by the SPD on a user-specific basis to prevent any fraudulent or unauthorized access to this investigative data.
Staff recommends entering into a five-year Independent Contractor Agreement with VIEVU, LLC (Attachment B) which includes procurement of 350 LE4 model cameras and ancillary equipment, a refresh of equipment at 30 months, and a companion Software Agreement with 100 terabytes (TB) of storage space. The Agreement terms include a monthly fee per camera of $48 for both the equipment and access to the software services. At the end of five years, the SPD has the option to renew for an additional five-year term with an equipment refresh at that time (60 months) and then again 30 months after, or halfway through the second term.
Findings
Stockton Municipal Code Section 3.68.070 provides an exception to the competitive bidding process in cases where the City Council has approved findings that support and justify the exception. The findings in support of purchasing body-worn camera equipment through VIEVU, LLC are as follows:
1. VIEVU, LLC is the manufacturer and distributor of the current SPD used and approved body-worn camera model.
2. Body-worn cameras will be customized with meta-data making them individual to each officer to afford the highest possible efficiency while deployed.
3. It is critical to maintain a consistent body-worn camera specification to ensure all officers have the same type and level recording capability, specifically with regard to pre-event recording. Without this consistency, uniform staff may experience levels of user failure due to unfamiliarity with the devices. This would necessitate on-the-spot training if different types of cameras are used.
4. VIEVU, LLC is the most cost effective vendor for this equipment, as it is the manufacturer.
5. VIEVU, LLC provides the only solution that does not require the maintenance of a standalone storage solution for historical data.
6. Selecting a different vendor would likely delay the acquisition of this equipment.
FINANCIAL SUMMARY
The refresh purchase of 350 body-worn cameras, ancillary equipment such as charging docks, and software subscription will be $48 per month per camera, or $201,600 annually. This is not a current budgeted cost within the Fiscal Year 2016-17 Police Department Budget; however, execution of this Agreement will stabilize the costs of the body-worn camera program over time, and allow for regular equipment updates without requiring one-time costs every few years. Additional savings will be achieved in reducing the amount of staff time currently dedicated to this program from Information Technology and the Evidence Section of the SPD; it is anticipated that the full-time Systems Analyst position added to support this program will no longer be required once the data transitions to the VIEVU Software Solution. The Information Technology Department has identified another funding source for the Systems Analyst position, making this program upgrade cost neutral to the General Fund in future fiscal years.
The cost of this Agreement is expected to be $33,600 through June 30, 2017, and funded through salary savings available in Police Department Field Services Patrol Account No. 014-2422-530. The cost of this Agreement will be incorporated into the Police Department’s Fiscal Year 2017-18 Annual Budget request.
Attachment A - VIEVU Solution Services Agreement
Attachment B - Independent Contractor Agreement with VIEVU, LLC