TITLE
Consider a memorandum/resolution authorizing the acceptance of the Body Worn Camera Grant through the Office of the Governor, Criminal Justice Division, and for the Police Department to purchase a Body Worn Camera System from COBAN Technologies, Inc.
SUMMARY
DATE: August 21, 2018
TO: Ronald L. Olson, City Manager
FROM: Charles F. Kimble, Chief of Police
SUBJECT: Acceptance of Grant Funds and Purchase of Body Worn Camera System
BACKGROUND AND FINDINGS:
The Killeen Police Department wants to implement a Body Worn Camera (BWC) program. BWC provides a level of accountability and transparency that is currently unavailable for our department. The oversight provided by the cameras will improve community trust and support as well as protect the officers and department from unfounded complaints.
The department has evaluated BWC systems from different vendors and has selected the BWC System from COBAN Technologies, Inc. The COBAN system offered the best combination of features, cost and integration with current COBAN in-car systems in use by approximately one half of the department’s marked fleet. COBAN is the manufacturer and sole-source provider of the BWC system and provides agency pricing through various purchasing cooperatives including the Houston-Galveston Area Council.
The department has been planning for the implementation of BWC since 2015 by setting aside $116,552 in Edward Byrne Jag Grant funds from 2015, 2016, and 2017. Earlier this year, a grant opportunity from the Office of the Governor, Criminal Justice Division (CJD) became available. The department applied for and was awarded $145,600.00 in grant funding with a 20% City match requirement. The $36,400 City match will be met by utilizing department forfeiture funds. The department must maintain the system for three years under the terms of the CJD Grant.
As required by the CJD Grant, the department has conferred with the Bell County District Attorney’s Office regarding the development of a BWC policy. The department is fully committed to making video evidence captured by this system available to the District Attorney or any other prosecutorial authority, in accordance with state and federal law.
The system and funding is broken down thusly:
CJD and City Matching Funds 2018:
168 FOCUS X1 Cameras $71,400
8 FOCUS X1 8-Bay Docks $8,225
60 Focus X1 Vehicle Docks $28,500
36-Month Service Plan - year one $10,416
(Hardware)
36-Month Service Plan - year one $1,092
(Dock Hardware)
36-Month Vehicle Dock Service Plan -
year one $1,800
COBAN DVMS BWC Solution -
year one $15,120
(Software License and support)
Server $29,502
UPS $1,274
Archive Blu-Ray Burner $7,579
COBAN DVMS Burning Software Solution $2,995
and year one Tech Support
Backoffice Setup and training $3,595
Total $181,498
CJD Grant Funds $145,198
Matching Funds $36,300
JAG Grant Funds:
22 FOCUS X1 Cameras $9,350
36-Month Service Plan - year one $1,364
(Hardware)
COBAN DVMS BWC Solution year one $1,980
(Software License)
36-Month Service Plan - years two-three $23,560
(Hardware)
36-Month Service Plan - years two-three $2,184
(Dock Hardware)
36-Month Vehicle Dock Service Plan - $3,600
years two and three
COBAN DVMS BWC Solution - years two $34,200
and three (BWC License and Support)
Server warranty years two through five $2,498
COBAN Render Engine $6,960
Command Redaction Software License $13,140
and Support - five years
Total $98,836
Total System Cost: $280,334
THE ALTERNATIVES CONSIDERED:
1. Accept the CJD grant funding and purchase the BWC system as presented using those funds, JAG funds and Department forfeiture funds.
2. Request budgeted funds to establish a BWC system.
3. Abandon the BWC system plan.
Which alternative is recommended? Why?
The first alternative is the most logical since the grant funding and non-budgeted department forfeiture funds are in place.
CONFORMITY TO CITY POLICY:
This purchase conforms to City Policy and applicable laws.
FINANCIAL IMPACT:
There is no immediate impact on budgeted funds. The system is wholly funded through grant and forfeiture funds.
The following statements are a specific grant requirement:
In the event of the loss or misuse of grant funds, the City of Killeen will return all funds to the Office of the Governor, Criminal Justice Division.
The city is committed to provide all applicable matching funds. For this grant, matching funds will total $36,300. Forfeiture funds will be used for the match.
What is the amount of the expenditure in the current fiscal year? For future years?
$145,198 CJD Grant Funds
$98,836 JAG Grant Funds (2015,2016,2017)
$36,300 City forfeiture funds
$280,334 Total Project Cost
The department is required by the CJD Grant to maintain the system and hardware for three years after the final award. The system hardware, software, warranties and maintenance agreements are paid in full for three years under this program. The exception is the server and redaction software, which are warrantied and maintained for five years. The body worn cameras have an expected service life of three years. At that time, the department will have to evaluate continuing the program with budgeted funds and/or future grant funding opportunities.
Is this a one-time or recurring expenditure?
One time
Is this expenditure budgeted?
No
If not, where will the money come from?
Office of the Governor, Criminal Justice Division Grant Funds; 2015, 2016 and 2017 JAG Grant Funds; and Forfeiture funds.
Is there a sufficient amount in the budgeted line-item for this expenditure?
No
RECOMMENDATION:
The city staff recommends that the City Manager be designated as the authorized official and be given the power to apply for, accept, reject, alter or terminate the grant on behalf of the city. City staff further recommends the City Manager be designated to execute the purchase of the Body Worn Camera system from COBAN Technologies, Inc. through the Houston-Galveston Area Council purchasing cooperative and that the City Manager be expressly authorized to execute any and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
IT
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Grant Announcement
Grant Application
Statement of Work
Quote
Certificate of Interested Parties