TITLE
Consider a memorandum/resolution authorizing the expenditure of city funds in excess of $50,000 to COBAN Technologies, Inc. for new video systems and repairs to existing systems for the Police Department.
SUMMARY
DATE: July 2, 2019
TO: Ronald L. Olson, City Manager
FROM: Charles F. Kimble, Chief of Police
SUBJECT: Video system purchase and repairs in excess of $50,000
BACKGROUND AND FINDINGS:
The Killeen Police Department interview rooms located in the jail and the Criminal Investigation Division (CID) are in need of replacement. The systems are approximately nine years old and failing on a regular basis.
The Texas Code of Criminal Procedure, article 38.22 requires that all custodial statements of an accused be recorded to be admissible in a criminal proceeding.
The department utilizes COBAN Technologies, Inc. in-car video systems as well as body worn camera systems. The company also provides interview room video systems that are fully compatible with our existing video server and system.
Outfitting eight interview rooms, including three in the jail, four in CID at the Headquarters Building, and one at the North Operations Building will cost $41,720. The cost includes installation and a five-year maintenance agreement.
In addition to the interview rooms, the department routinely sends older systems to COBAN for repairs. To date, the department has spent $10,190 for repairs of older systems this current fiscal year. That cost will likely increase prior to the end of the current year. Total expenditures to COBAN this fiscal year will be $51,910, plus any additional repairs to older systems as needed.
Both COBAN Technologies, Inc. and the City of Killeen are members of the Houston-Galveston Area Council (HGAC) purchasing cooperative. The interview room project will be purchased on contract H-GAC EF04-19.
THE ALTERNATIVES CONSIDERED:
Delay purchases until Fiscal Year 19-20.
Authorize the purchase as proposed.
Which alternative is recommended? Why?
Staff recommends authorizing the purchase of the interview room system. The current system is failing and must be replaced. The proposed COBAN system is compatible with the existing in-car and body-worn systems.
CONFORMITY TO CITY POLICY:
This purchase conforms to City Policy and applicable laws.
FINANCIAL IMPACT:
Current fiscal year expenditures to COBAN total $10,190. The proposed interview room project will cost $41,720, bringing total expenditures with COBAN for the current fiscal year to approximately $51,910. The Police Department has identified budgeted funds to cover the expense.
What is the amount of the expenditure in the current fiscal year? For future years?
FY 2019 is $51,910 which includes full system support for five years with the maintenance agreement.
Is this a one-time or recurring expenditure?
One-time
Is this expenditure budgeted?
Yes
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes, funds are available in account #010-6050-441.61-40.
RECOMMENDATION:
Staff recommends that the City Manager or his designee be authorized to execute the described purchase of new video systems and continued repairs of existing systems by COBAN Technologies, Inc., through the HGAC purchasing cooperative. The combined expenses will exceed $50,000 in city funds to one vendor for the current fiscal year.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quote
Certificate of Interested Parties