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ORD NO 30-2020 CITY OF VAN BUREN,ARKANSAS ORDINANCE NO.&)-2020 BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,ARKANSAS AN ORDINANCE TO BE ENTITLED: AN ORDINANCE TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE A CONTRACT FOR, AND PURCHASE OF, DIGITAL IN-CAR VIDEO AND WEARABLE CAMERA SYSTEMS FROM WATCHGUARD; FOR THE APPROPRIATION OF FUNDS; DECLARING AN EMERGENCY; AND FOR OTHER PURPOSES. WHEREAS, the City of Van Buren is in need of certain police equipment for the safety of life and protection of property in the City of Van Buren;and WHEREAS, after extensive research and inquiry, the City of Van Buren Police Chief has determined that the purchase of this equipment from WatchGuard, being the sole source, would be the most practical, feasible,and cost effective method for the department; and WHEREAS, the City Council has determined,pursuant to A.C.A. § 14-58-303(b)(2)(B),that exceptional circumstances exist which render the competitive bidding process impractical and unfeasible. NOW,THEREFORE,BE IT ORDAINED AND ENACTED BY THE CITY COUNCIL OF THE CITY OF VAN BUREN,ARKANSAS,THAT: SECTION 1: The Police Department of the City of Van Buren, Arkansas, has an immediate need to purchase in-car video and wearable camera systems for the total sum of $317,571.50, which will be paid out over four(4)years in annual installments of$79,392.88. SECTION 2: The purchase of said equipment from WatchGuard, for the total sum of$317,571.50, is necessary to protect the life and safety of Van Buren citizens. SECTION 3: The City Council, pursuant with A.C.A. § 14-58-303(b)(2)(B) hereby waives the requirement of competitive bidding and directs the Mayor to purchase the above described equipment for the price set forth in Section 2 above. SECTION 4: Due to the immediate need to best serve, protect, and preserve the public health, safety, and welfare of the citizens of the City of Van Buren, an emergency is declared to exist and this ordinance shall take effect from and after its passage and approval. SECTION 5: The Mayor and City Clerk are hereby authorized by the City Council for the City of Van Buren to execute all documents,contracts, and agreements necessary to effectuate this Ordinance. IN WITNESS WHEREOF,the City of Van Buren,Arkansas,by its City Council,did pass, approve,and adopt,by a vote of 4 for and (against,the foregoing Ordinance at its regular meeting held on the 28'day of December 2020. l <Y c_ p 1� Joseph P. urst Mayor ATTESTED: VE SST : V°44_..0142/47hO7ga0) Phylomas Candic . Settle City Clerk/Treasurer Ci Attorney • 0.1 4RE/ V300 Price WATCH GUARD Quote End of 2020 Special Offer TOTAL PROJECT ESTIMATED AT: (Includes current sales tax rate of 9.75%) $317,571.50 WATCHGUARD REGIONAL SALES MANAGER: Matt Murski DIRECT: 479-879-4549 $0 DOWN, 0% INTEREST, 1ST E-MAIL: Matt.Murski@MotorolaSolutions.com PAYMENT FEBRUARY 2021 WATCHGUARD INSIDE SALES REP: Matthew Warren FINANCING DIRECT:469-525-8666 $79,392.88 x 4 Years E-MAIL:Matthew.Warren@MotorolaSolutions.com SIERRA WIRELESS SALES REP: Rance Best ISSUED: 12/23/2020 11:57 AM DIRECT: (405)921-7395 EXPIRATION: 12/31/2020 12:00 PM E-MAIL: RBest@sierrawireless.com CUSTOMER: Van Buren Police Department ATTENTION: Chief Jamie Hammond PHONE: 479-474-1234 E-MAIL: jhammond®vanburencity.org In Car Video and Body Cameras Proposal 4RE/V300 Cameras and Options Part Number Detail Qty Direct Discount Total Price V300,Body Worn Camera, 1080P, VIS-300-BWC-001 36.00 $995.00 $0.00 $35,820.00 WiFi/Bluetooth with Removable Battery VIS-300-VTS-KIT Transfer Station II Kit, Incl.Power&AC 2.00 $1,495.00 $0.00 $2,990.00 Cables,Label and Docs VIS 300 CHG 001 V300,USB Dock,D300,Desktop Charge/Upload 51.00 $95.00 $0.00 $4,845.00 Kit Incl.Power and USB Cables VIS 300 BAT RMV V300,Battery,Removable and Rechargable, 51.00 $99.00 $0.00 $5,049.00 3.8V,4180mAh V300 and 4RE System Bundle.Includes 4RE Standard DVR Camera System with integrated 200GB automotive grade hard drive,ZSL camera,16GB USB removable thumb drive, rear facing cabin camera,GPS,hardware, 4RE-STD-GPS-RV2 cabling and your choice of mounting bracket. 15.00 $5,550.00 $0.00 $83,250.00 It will also include the V300 Continuous Use Wearable Camera with 12 hours continuous HD recording,one camera mount,128 GB of storage,Wi-Fi docking base,Power over Ethernet Smart Switch WAR-300-CAM-NOF Warranty,V300 3 Year,No-Fault 51.00 $450.00 $0.00 $22,950.00 WAR-300-CAM-4TH Warranty,V300,4th Year, (requires No Fault 51.00 $180.00 $0.00 $9,180.00 Warranty) WAR-300-CAM-STH Warranty,V300,5th Year, (requires No Fault 51.00 $235.00 $0.00 $11,985.00 Evidence Library 5 Web Software and Licensing Part Number Detail Qty Direct Discount Total Price KEY-EL5OSRV-001 Evidence Library,Web Server Site License Key 1.00 $1,000.00 $0.00 $1,000.00 5 Years Evidence Library,4RE Annual Device SFW-4RE-DEV-FEE 75.00 $195.00 $0.00 $14,625.00 License&Support Fee SFW BWC DEV-FEE 5 Years Evidence Library,VISTA/V300 4'255.00 $195.00 $0.00 $49,725.00v Annual Device License&Support Fee 415 E.Exchange Parkway•Allen,TX•75002 Toll Free(800)605-6734•Main(972)423-9777•Fax(972)423-9778 www.WatchGuardVideo.com Page 1 of 4 4RE/ V300 Price WATCHI GUARD Quote 4RE Hardware Warranties Part Number Detail Qty Direct Discount Total Price W 1 WAR-4RE-CAR-1ST Warranty,4RE,In-Car,1st Year(Months 1-12) 15.00 $0.00 $0.00 $0.00 Warranty,4RE, In-Car,2nd Year(Months 13- WAR-4RE CAR-2ND 15.00 $100.00 $100.00 $0.00 24) ' WAR-4RE-CAR-3RD Warranty,4RE,In-Car,3rd Year(Months 25-36) 15.00 $200.00 $200.00 $0.00 WAR-4RE-CAR-4TH Warranty,4RE,In-Car,4th Year(Months 37-48) 15.00 $325.00 $325.00 $0.00 WAR-4RE-CAR-5TH Warranty,4RE, In-Car,5th Year(Months 49-60) 15.00 $450.00 $450.00 $0.00 Shipping and Handling Part Number Detail Qty Direct Discount Total Price Freight Shipping/Handling and Processing Charges 1.00 $1,180.00 $0.00 $1,180.00 $242,599.00 Forward Facing Panoramic Upgrade Dual Forward Facing Panoramic and Rotating Cameras Part Number Detail Qty Direct Discount Total Price CAM-4RE-PAN-NHD Additional Front Camera,4RE,HD Panoramic 15.00 $200.00 $0.00 $3,000.00 Shipping and Handling Part Number Detail Qty Direct Discount Total Price Freight Shipping/Handling and Processing Charges 1.00 $0.00 $0.00 $0.00 $3,000.00 Sierra Wireless Hardware and Software Cellular Upload From the Vehicle Kits Part Number Detail Qty Direct Discount Total Price WSWA-1104073 Sierra Wireless AirLink MP70+WiFi-LTE-A Pro 15.00 $899.00 $0.00 $13,485.00 -NA-DC Cable _______ ._�_ Sierra Wireless AirLink 6inl SharkFin Antenna WSWA-6001197 2xLTE,GNSS,3xWiFi,2.4/5GHz,Bolt Mount, 15.00 $365.00 $0.00 $5,475.00 __ 4m,Black 5 Years AirLink Support for AMM Hosted-For WSWA-9010320 ALEOS devices.Includes AMM Cloud 15.00 $600.00 $0.00 $9,000.00 ___ _ management and technical support_____ __ �_ �___� _� ______ WSWA-2000579 ��Sierra Wireless AirLink AC Adaptor-12 VDC 1.00 $20.00 $0.00 $20.00 3 10' ES/GX/LS/MP/RV/LX Shipping and Handling Part Number Detail Qty Direct Discount Total Price Freight Shipping/Handling and Processing Charges 1.00 $0.00 $0.00 $0.00 $27,980.00 415 E.Exchange Parkway•Allen,TX•75002 Toll Free(800)605-6734•Main(972)423-9777•Fax(972)423-9778 www.WatchGuardVideo.com Page 2 of 4 4RE/ V300 Price WATCH GUARD Quote 5 Year Redactive Enterprise Software and Licensing Additional Software and Licensing Part Number Detail Qty Direct Discount Total Price WAR-WGR-MNT-ADD Software Maintenance,REDACTIVE(sm), +1 2.00 $995.00 $0.00 $1,990.00 Extended Additional Year KEY WGV RED E01 Software, REDACTIVE(sm),Enterprise User 1.00 $5,995.00 $0.00 $5,995.00 License,Rev 3.0 WAR-WGR-MNT-3YR REDACTIVE(sm),Software Support 8 1.00 $2,795.00 $0.00 $2,795.00 Maintenance,3-Year Bundle Shipping and Handling Part Number Detail Qty Direct Discount Total Price Freight Shipping/Handling and Processing Charges 1.00 $0.00 $0.00 $0.00 $10,780.00 Vehicle Installation of In Car Systems WatchGuard Video Technical Services Part Number Detail Qty Direct Discount Total Price SVC-4RE-INS-100 Vehicle Installation from Omega 15.00 $1,000.00 $1,000.00 $0.00 Shipping and Handling Part Number Detail Qty Direct Discount Total Price Freight Shipping/Handling and Processing Charges 1.00 $0.00 $0.00 $0.00 $0.00 On Site Deployment and Training WatchGuard Video Technical Services Part Number Detail Qty Direct Discount Total Price Tier 1 Onsite Installation.Includes Project Coordination,One Pre-Deployment IT Call, Provisioning of ELC and Azure AD,Install OS and SQL(if Purchased from WatchGuard), Limited EL Client Installations,Limited SVC-4RE-ONS-400 Configuring of 4RE Units,Limited MDC App 1.00 $5,000.00 $0.00 $5,000.00 Installations,Interview Room Configuration, Limited Configuration of Body Worn Cameras, Full Testing of WatchGaurd Systems, Installation of Evidence Library,Training of Officer and Admin Staff,Limited Vehicle Install Inspections,Vendor Management, Support Handoff,Limited Cellular Router and WiFi Network Configuration $5,000.00 415 E.Exchange Parkway•Allen,TX•75002 Toll Free(800)605-6734•Main(972)423-9777•Fax(972)423-9778 www.WatchGuardVideo.com Page 3 of 4 WATCH GUARD 40. 4RE/ V300 Price Quote Total Estimated Tax, may vary from State to State $28,212.50 Configuration Discounts $31,125.00 Additional Quote Discount $0.00 NOTE: This is only an estimate for 4RE Et VISTA related hardware, software and WG Technical Services. Actual costs related to a turn-key operation requires more detailed discussion and analysis, which will define actual back-office costs and any costs associated with configuration, support and installation. Please contact your sales representative for more details. Title and risk of loss for the Equipment will pass to Customer upon shipment by Motorola, notwithstanding any other terms and conditions. To accept this quotation, sign, date and return with Purchase Order: DATE: i - 415 E.Exchange Parkway•Allen,TX•75002 Toll Free(800)605-6734•Main(972)423-9777•Fax(972)423-9778 www.WatchGuardVideo.com Page 4 of 4 'WATCH- -GUARD- DIGITAL IN - CAR VIDEO 22nd of July 2020 Prospective WatchGuard Video Customer Reference:WatchGuard Video Sole Source Letter To whom it may concern: WatchGuard Video is the exclusive and sole manufacturer of the 4RE Digital In-Car Video System, the High Fidelity Wireless Microphone System, and the VISTA and V300 wearable camera systems. With the exception of the following agreements, these products are represented and sold only by WatchGuard Video Regional Sales Managers selling factory direct in protected sales territories. The exceptions to this are agreements allowing resellers to distribute WatchGuard products on a General Services Administration Contract (GSA), and State Contracts in Pennsylvania, Louisiana, and New Jersey. WatchGuard is the only company able to provide warranties and maintenance for the above- mentioned products. Additionally, several important and unique features are available only with these products; 4RE • 4RE is the only high-definition digital in-car video system available today that features the Patented multiple resolution encoding.This allows the front camera to record in two different IACP compliant resolutions simultaneously,allowing the most critical events to be saved in 720P high-definition and the routine events to be saved in 480P (864x480) resolution. • 4RE exclusively offers the Panoramic X2 camera,manufactured only by WatchGuard Video, which is the industry's only dual lens,rotatable turret camera which houses a 68-degree rotatable camera and a 150 degree panoramic camera. Wireless Microphone • The Hi-Fi microphone has near CD quality high fidelity sound,a line of sight range of one to two miles,and superior building penetration capabilities. • Using patent pending intelligent standby and a lithium polymer battery gives the microphone its extraordinary battery life of up to 24 hours of talk time,and up to 30 days of standby time. • The wireless microphone holsters are manufactured exclusively for WatchGuard and manufactured to WatchGuard transmitter specification. 415 E.Exchange•Allen,TX•75002 Toll Free(800)605-6734•Main(972)423-9777•Fax(972)423-9778 www.WatchGuardVideo.com WATCH- -G'URRDv DIGITAL IN • CAR VIDEO VISTA,VISTA WiFi, &VISTA XLT • VISTA is constructed with industrial grade components and is manufactured in the U.S.A.It is capable of recording both High Definition and Standard Definition video,and battery life capable of recording at least 9 continuous hours of HD video.VISTA has other unique features,including: o The only wearable camera to integrate with the WatchGuard Video Evidence Library and Evidence Library Express video and evidence management applications. o Record-After-The-Fact which gives the ability to retrieve video not previously recorded as an event o Quick Connect Mobile Charger o VISTA XLT Point-of-View Mounting V300 • The WatchGuard V300 HD body camera and its continuous-operation capabilities solve the dilemma of keeping cameras and officers productive beyond a 12-hour shift.A detachable battery is easily changed by the officer,and 128GB of memory ensures space for all recorded events.The only wearable camera to integrate with the WatchGuard Video Evidence Library and EvidenceLibrary.com video and evidence management applications. o Detachable Battery-Easily change the WatchGuard V300 detachable battery while on the go. o Wireless Uploading- Send critical video back to headquarters while still in the field. o Incident Recovery-Go back in time and capture video from events days after they happened,even when the record button was never pressed. o Natural Field of View-Eliminate the fisheye effect from wide-angle lenses that warps video footage. Distortion correction technology provides a clear and complete evidence review process. o Integrated with In-Car System- One or more WatchGuard V300 cameras and a 4RE in-car system can work seamlessly as a single system,capturing synchronized video of an incident from multiple vantage points. Respectfully submitted, Troy Montgomery Director of Sales WatchGuard Video,Inc 415 E.Exchange•Allen,TX•75002 Toll Free(800)605-6734•Main(972)423-9777•Fax(972)423-9778 www.WatchGuardVideo.com • VAN BUREN 800 Fayetteville Road Van Buren,Arkansas,72956 Po L C E Ph:479-474-1234•Fax:474-474-0203 Jamie Hammond,Chief of Police TO: Mayor Joe Hurst FROM: Chief Jamie Hammoi �, SUBJECT: Camera Proposal DATE: September 22,2020 I think the time has come that we consider purchasing and implementing a legitimate Body Worn Camera (BWC) program at the Van Buren Police Department. When I was hired in 2017 Mayor Freeman and I talked about this very thing and at the time,BWCs were relatively new and we both agreed that the city should wait and determine what the long-term costs would be before we committed to starting a BWC program. At that time, the price and accessibility associated with storing the insurmountable amount of video data was still an unknown but that is no longer an issue. Currently, our department has two Body Worn Cameras that were purchased from a grant in late 2016. Those cameras have reached the end of their life and can no longer be repaired or supported by the manufacturer, "L3". When they were purchased, L3 was not the ideal manufacturer for BWC technology; however, our in-car camera system was L3 so in order to save money on software and start-up costs, it made sense to purchase the L3 BWC. These two BWCs are arbitrarily used and there's no method on which officers they get assigned to. With only two BWC and at times, at least fifteen officers on-duty who should be wearing a BWC, it's easy to see that we need a better BWC program. The unreliability and limited number of cameras we currently have do not lend itself to a logical BWC program. For a BWC program to work and be beneficial at Van Buren PD,we need dependable,quality cameras and have enough of them so that they can be worn by the appropriate personnel. We need to be at a place at Van Buren PD where, when an officer begins their shift, they know they must have a functioning BWC on their uniform before they leave the building. If we make this purchase, our officers will quickly realize that a BWC is a required piece of equipment and having it is just as important as having their radio,firearm, etc. Although not an exhaustive list, there are several advantages, along with some disadvantages to having a BWC program that I have listed below: Advantages: 1. Provides video and audio evidence for court cases. Video and audio evidence provides an unbiased version of events that can help corroborate witness testimony and likewise, exonerate the falsely accused. 2. Gives a view from the officer's perspective. Our current in-car system only provides a fixed view from the inside officer's car. 3. Provides evidence to clear or substantiate citizen complaints against officers. £ 4. Review of BWC and in-car footage provides a valuable training tool for officers. We regularly review available footage in order to help officers learn from their mistakes and how they can make their assignment safer. 5. Provides documentation in cases where force is used by an officer. This documentation is used by the officer's chain of command in each review when force is used. 6. The presence of a BWC has been proven to de-escalate cases when a citizen may otherwise assert their emotions during their interaction with an officer thus making the scene safer for the officer and the public. 7. When multiple BWCs are active at a scene, it will provide multiple perspectives on what occurred while the officers are present. 8. When an officer knows that his/her actions are being recorded,the officer is more likely to offer a higher level of service and professionalism. Disadvantages: 1. Cost of cameras, accessories and software. 2. Continuing cost for storage of evidentiary footage. 3. Increased number Freedom of Information Act requests. 4. A BWC is fixed on a point of view and doesn't always see what an officer sees. As you can see, even considering and despite the exorbitant cost of a BWC program, the advantages far outweigh the disadvantages and having one will make our department even better. We talked to eight Arkansas law enforcement agencies that are comparable in size to Van Buren PD to see if they have a BWC program. As you can see from the results below, the ones we contacted do have a program and the manufacturer of their cameras vary by agency. #of Body Who Wears Them Vendor Agency Officers In-Car Worn Bryant 51 Yes Yes Patrol WatchGuard Cabot 44 No Yes Patrol/SRO Axon El Dorado 51 Yes Yes Patrol/SRO(1) Axon Paragould 50 _ Yes Yes Patrol Visiolo:ix Jacksonville 56 Yes Yes Patrol Prima Facie Maumelle 47 Yes Yes Patrol WatchGuard Searcy 50 Yes Yes Patrol WatchGuard Benton 70 Yes Yes All Utility Of the manufacturers listed above, only two of them are reputable companies whose products are designed for law enforcement applications. Those two companies are Axon and WatchGuard. Additionally,these two companies are the only leading companies who design their products to be used by law enforcement. There is a third company- Panasonic, that also markets to law enforcement; however, they have a very limited customer base in Arkansas, and I wasn't able to find a good recommendation for them. I contacted Axon and WatchGuard and got quotes from each of them. By far, WatchGuard's products are best suited and the most cost effective for Van Buren PD. In addition to the two Body Worn Cameras we currently have,we also have fifteen vehicles in our fleet that are equipped with in-car video systems. These systems are hardwired into the vehicle and record video from a fixed position, near the rearview mirror on the front windshield. Unlike the L3 BWC, we are generally satisfied with these L3 in-car cameras although they use old technology that needs to be updated;however, like the BWCs by the same manufacturer,they are no longer supported and cannot be repaired. I propose that we enter into an agreement with WatchGuard to purchase forty BWC and fifteen in- car camera systems. This will provide enough BWCs so that one can be assigned to each uniformed officer and school resource officer and still have enough to assign to non-uniformed officers,when needed. This purchase will also allow us update our in-car video systems to a more up-to-date recording and playback function. The following pages include a written proposal from WatchGuard that provides a breakdown of pricing and equipment. I appreciate your consideration in the proposal and I'm excited about the possibility of it becoming a reality for our department. If I can answer any questions please let me know.