TITLE
Consider a memorandum/resolution authorizing the purchase of body worn cameras under a five-year replacement and service plan, in an amount not to exceed $348,650, from COBAN Technologies, Inc.
SUMMARY
DATE: July 6, 2021
TO: Kent Cagle, City Manager
FROM: Charles F. Kimble, Chief of Police
SUBJECT: Five-year replacement and service plan for 190 body worn cameras
BACKGROUND AND FINDINGS:
The police department utilizes COBAN technologies, Inc. in-car video systems, body worn camera systems and interview rooms. The department currently has 271 total body worn cameras in use. Our original 190 body worn cameras were purchased in 2018 with state and federal grant funds. One of the stipulations of the grant was that the program must be supported for three years. In October 2021, we will have fulfilled that obligation.
Those original cameras are now at the end of their life cycle and must be replaced. We are experiencing issues with battery life longevity and expenditures to repair our existing body worn cameras. We are recommending replacement of the 190 originally purchased body worn cameras through the five-year replacement and repurchasing plan offered by COBAN Technologies, Inc. The plan will give us 190 new cameras with licensing and maintenance for five years. It will further provide replacement cameras at two and four years.
Both COBAN Technologies, Inc. and the City of Killeen are members of the Houston-Galveston Area Council (HGAC) purchasing cooperative. The cameras will be purchased on contract HGAC EF04-21.
THE ALTERNATIVES CONSIDERED:
1. Continue the Body Worn Camera program with existing cameras and delay purchases until Fiscal Year 21-22.
2. Discontinue or scale down the program after October 2021.
3. Authorize the purchase as proposed.
CONFORMITY TO CITY POLICY:
This purchase conforms to City Policy and applicable laws. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in Texas Local Government Code section 271.102, subchapter F; local governments that purchase goods or services under this subchapter satisfy any state law requiring the local government to seek competitive bids for the purchase of the goods and services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The amount of the expenditure in FY 2021 would be $348,650. This includes licensing, warranties, and two camera replacements during the five-year contract period.
Is this a one-time or recurring expenditure?
One-time
Is this expenditure budgeted?
Yes, funds are available in account number 010-6050-441.46-40.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends that the City Manager or his designee be authorized to execute the described purchase of new body worn cameras, under the five-year service plan by COBAN Technologies, Inc., through the HGAC purchasing cooperative, in an amount not to exceed $348,650.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Certificate of Interested Parties