Police Department
Reference: Approval of AXON Contract Amendment for Additional Equipment and Licenses
To: Mayor Gregory Mills and Members of City Council
Through: Michael P. Martinez, City Manager
Prepared By: Betsy Westbrook, Deputy Chief
Date Prepared: February 12, 2024
PURPOSE
Requesting City Council approval for the amendment of 21-006857 Body Cameras by amending the contract with Axon Enterprises, Inc., and approving the resolution giving the City Manager, or designee, authority to sign the contract amendment. Per City Code Section 3-8-170, “All change orders or amendments shall be processed through the office of the Procurement Manager. Department directors shall have authority to approve individual amendments or change orders up to the department director’s aggregate signing authority for the total contract price. The City Manager shall be authorized to execute amendments or change orders, in the aggregate, up to 10% of the original contract amount. All other amendments or changes orders shall be approved by the City Council, as appropriate, based on the signing authority established in this Article.”
BACKGROUND
In the first quarter of 2020, the Police Department was tasked with researching information related to implementation of a police body worn camera (BWC) program. Shortly after beginning this research, the state legislature passed Senate Bill 20-217 requiring local law enforcement agencies to implement BWC’s no later than July 1st, 2023. Police Department staff submitted preliminary findings to Council on July 28th, 2020, recommending the Police Department implement a cloud based BWC program, along with the fiscal impacts of the program. Council directed Police Department staff to proceed with the implementation of the program.
In the third quarter of 2020, Police Department staff established a body worn camera task force and began studying available options. The results of the task force identified AXON Enterprise, Inc. as the most suitable vendor. In May of 2021, the recommended contract with AXON Enterprise Inc., via the national cooperative contract with the National Association of State Procurement Officials (NASPO), was presented to City Council and approved. The initial and current contract with AXON includes the following products:
• Officer Safety Program 7+ (OSP7+) bundle
o Body Worn Cameras (BWC) for sworn staff
§ Unlimited cloud storage
§ Accessories such as uniform clips
§ Access to Evidence.com
§ Signal technology to activate BWC with deployment of taser or firearm
§ Axon dock
o Taser 7 Conducted energy weapons
§ Initial use and replacement cartridges
§ Training
§ Batteries
§ Holsters
• Fleet 3 dash cameras for 25 marked patrol vehicles
o 2 cameras per vehicle
o Licenses
o Installation and hardware
• Interview room recording system contract and licenses
o Existing hardware and software rolled into contract
• White glove, no fault warranty on all hardware
AXON provided a ten-year contract option which outlined the year over year cost as well as the savings for the contract term. In 2023, the contract was amended to include additional equipment for the new school resource officer positions acquired through an agreement with the 27J School District.
In 2024, the Police Department was approved for two grant funded police officer positions as well as three additional sworn positions (one sergeant and two officers) through a public safety budget amendment. The Police Department also recognized that Community Service Officers (CSO) regularly respond to volatile situations and collect evidence in a manner in which body worn cameras would be beneficial in the same ways they are for sworn officers. While the state legislation does not require body worn cameras for community service officers or civilian employees, many departments throughout the state are requiring their code enforcement and animal welfare officers to don the devices to protect employees and citizens alike and better serve the community.
Based on the additional positions as well as the desire to outfit the CSO Unit, the Police Department requested a quote for additional equipment and licenses from AXON Enterprise, Inc.
The new quote is for fifteen (15) cameras, of which seven (7) will be outfitted with the Officer Safety Program 7+ bundle for sworn officers and the remaining eight (8) cameras will be cameras for the CSO Unit without Tasers or Signal technology. The new quote also requests an additional eight (8) ala carte licenses for evidence.com, which is the digital evidence management program where all body-worn camera footage, and all other digital evidence is stored. The Police Department currently has four (4) spare licenses, and the licenses are connected to a user not a camera. The additional cameras ordered will be used as spare cameras in case of damaged or malfunctioning units.
The term for the new quote is for eight years. The new quote is an amendment to the original contract and supplements existing equipment and procedures and therefore does not require solicitation or bids. Due to the amount of contract price increase, the amendment requires Council approval.
FINANCIAL IMPACT
The table below outlines the remaining cost of the current lease with all modifications approved from 2023. This contract has already been signed by City Manager Martinez and the funds have been appropriated for 2024. The remaining years are subject to annual appropriation.
|
2023 |
$310,173.40 |
|
2024 |
$336,795.38 |
|
2025 |
$305,072.17 |
|
2026 |
$306.423.02 |
|
2027 |
$307,460.69 |
|
2028 |
$308,404.37 |
|
2029 |
$310,044.23 |
|
2030 |
$311,413.87 |
The table below outlines the cost of the funds requested for the additional equipment in an eight-year lease. Sufficient funds exist in the 2024 budget to cover the cost of year 1. Years 2 through 8 are subject to annual appropriation.
|
2024$46,000.23 |
|
|
2025 |
$31,186.94 |
|
2026 |
$32,434.42 |
|
2027 |
$33,731.79 |
|
2028 |
$35,081.07 |
|
2029 |
$36,484.31 |
|
2030 |
$37,943.68 |
|
2031 |
$39,461.43 |
Total amended contract value $382,796.00
OPTIONS FOR COUNCIL CONSIDERATION
No action is required by Council at this time. On March 5th, 2024, the contract amendment will be presented during City Council and at that time the Council will have the following options:
1) Approve contract as presented
2) Reject contract as presented
3) Require new proposals to be acquired
STAFF RECOMMENDATION
Staff recommends that the City Council approve the eight-year amendment, subject to annual budget appropriations, with Axon Enterprise, Inc.
ATTACHMENTS
● Initial AXON contract including the most recent 2023 modifications
● Quote # Q-453515 from AXON for additional equipment