Printout-3059-1003_Police_body_worn_cameras.pdf

STAFF REPORT

CITY OF HOLLY HILL, FLORIDA

City Commission

Resolution

Updated: 9/16/2020 1:30 PM Page 1

MEETING DATE: September 22, 2020

FROM: Steve Aldrich

SUBJECT: A Resolution of the City Commission of the City of Holly Hill, Florida, Approving the Sole Source Purchase of a Body Worn

Camera System Including a Cloud Based Evidence.Com Data

Storage System for the Police Department, from Axon

Enterprise Inc., and Authorizing the City Manager to Execute

Any Necessary Purchasing Agreements; Providing for

Severability; and Providing an Effective Date.

NUMBER: (ID # 3059)

APPLICANT:

PLANNER:

DISCUSSION:

The City of Holly Hill Police Department is seeking to equip each sworn officer with a Body

Worn Camera (BWC) and utilize a cloud-based video storage system for the archive storage and retrieval of video footage. To fulfill the needs of the Holly Hill Police Department, AXON has been identified at the sole source provider of the AXON (BWC) and EVIDENCE.COM cloud based video storage system.

The City attempted to piggyback this contract with a contract from the Ormond Beach with

AXON Enterprise Inc., but the vendor could not provide this due to the fact that the equipment and services provided to the City of Ormond Beach Police Department was not identical. It should be noted that AXON Enterprise Inc. provides the Body Worn cameras and video storage for most all Volusia County Law Enforcement Agencies. The State Attorney’s Office is also already familiar with the evidence quality obtained by the AXON Body Worn Camera systems.

Current City of Holly Hill Purchasing Manual:

SECTION F - SOLE SOURCE AND STANDARDIZATION

PROCUREMENT POLICY 2.25 EXEMPTION FROM BIDDING PROCEDURE

Sole source or Standardization procurement is exempt from bidding procedures. The user department must submit the request to the Finance Department in writing for his/her approval, the attempts made, or the data collected to substantiate declaring a product or service “sole source”. The City Commission must approve the award of the contract if the dollar amount exceeds

$25,000.

SOLE SOURCE

Resolution (ID # 3059) Meeting of September 22, 2020

Updated: 9/16/2020 1:30 PM Page 2

The following criteria must be met in order to satisfy the sole source or proprietary source requirements:

It is the only item that will produce the desired results (or fulfill the specific need? … or

The item is available from only one source of supply … or

The item is available from more than one vendor but due to extreme circumstances, only one vendor is suited to provide the goods or service.

Sole source and proprietary source purchases are exempt from competitive requirements.

However, all sole source requisitions exceeding $10,000 in value will be electronically advertised for a period of at least five (5) business days. The steps to follow for sole source and proprietary source purchases are as follows:

The User Department/Department and the Finance Department shall attempt to locate a competition. Staff will also check for piggyback contracts. If no other sources are found, the

User Department/Department shall submit to the Finance Department a completed sole source/proprietary source form, indicating the requisition number.

A sole source or proprietary source from shall be used to justify and document the requirement.

The form shall state why only one source can produce the desired results (or fulfill the specific need).

The Finance department will electronically post on the City website a description of all requisitions meeting the requirements for competitive pricing per Florida State Statue for a period of at least seven (7) business days after the receipt of a completed sole source from the

Department.

The Finance Director shall review and approve or disapprove, in writing; sole source/proprietary source designation.

The user Department/Department shall be notified of the disapproved request and the purchase shall be made in accordance with the standard procedures.

When the Finance Director approves a sole or proprietary source, staff shall conduct negotiations on price, delivery, and terms. The price must be determined fair and reasonable.

The Finance Department shall keep a log of sole/proprietary source purchases, which includes the vendor name, the amount, item description, justification, and the purchase order number.

For those instance that services are needed involving multiple years (i.e. maintenance of equipment, warranty, etc.) the request must be combined to capture the project, as a whole, the proper approval must be obtained.

STANDARDIZATION

Standardization is the process of examining characteristic and need for items of similar end usage and developing a single specification that will satisfy the need for most or all purchases for

Updated: 9/16/2020 1:30 PM Page 3 that purpose. Proprietary purchases (usually components) maintain a degree of continuity to the original or existing décor, equipment, or programs.

Where standardization is determining to be desirable by the City, the purchase of materials, supplies, equipment and certain contractual services may be made by negotiation. Compatibility to existing equipment will be an acceptable justification for waiver of bidding procedures provided the item meets the other criteria within the definition of sole source item (i.e.; available from only one source and only item that will produce the desired results).

FISCAL ANALYSIS:

AXON Body Worn Cameras where identified as a capital project for the FY 20-21 Budget. The total cost for the first year of a five-year contract with AXON Enterprise, Inc., is $41,044.70.

This is a five-year contract with AXON Enterprises, Inc., with annual maintenance and data storage cost of $16.902.00 for each of the additional four (4) years of the contract. The annual cost is contingent upon appropriation of budget funding. The grand total for the entire five-year contract is $108,662.70.

STAFF RECOMMENDATION:

Approval to enter into five-year contract with AXON Enterprise, Inc. to a body worn camera system and supporting cloud-based storage through EVIDENCE.COM

COMMISSSION GOAL:

Goal#4: Provide proficient public health and safety services in terms of police and fire protection, water, storm water, waste water and solid waste management and disaster preparedness with a focus on intergovernmental collaboration, private sector partnerships, and utilization of technologies and proven innovations.

MOTION:

APPROVE THE RESOLUTION TO AUTHORIZE ENTERING INTO A FIVE-YEAR

CONTRACT WITH AXON ENTERPRISE, INC., UNDER A SOLE SOURCE

PURCHASE TO PROVIDE A COMPREHENSIVE BODY WORN CAMERA SYSTEM,

INCLUDING DATA STORAGE, AND AUTHORIZE THE CITY MANAGER TO

EXECUTE THE NECESSARY AGREEMENTS.

ATTACHMENTS:

Holly Hill Sole Source verification (PDF)

Holly Hill Updated AXON BWC Quote 10-30-2020 (PDF)

Updated: 9/16/2020 1:30 PM Page 4

Resolution No. (ID # 3059)

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF HOLLY

HILL, FLORIDA, APPROVING THE SOLE SOURCE PURCHASE OF A

BODY WORN CAMERA SYSTEM INCLUDING A CLOUD BASED

EVIDENCE.COM DATA STORAGE SYSTEM FOR THE POLICE

DEPARTMENT, FROM AXON ENTERPRISE INC., AND AUTHORIZING

THE CITY MANAGER TO EXECUTE ANY NECESSARY PURCHASING

AGREEMENTS; PROVIDING FOR SEVERABILITY; AND PROVIDING AN

EFFECTIVE DATE.

A RESOLUTION OF THE CITY COMMISSION OF THE

CITY OF HOLLY HILL, FLORIDA, APPROVING THE

SOLE SOURCE PURCHASE OF A BODY WORN CAMERA

SYSTEM INCLUDING A CLOUD BASED EVIDENCE.COM

DATA STORAGE SYSTEM FOR THE POLICE

DEPARTMENT, FROM AXON ENTERPRISE INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE

ANY NECESSARY PURCHASING AGREEMENTS;

PROVIDING FOR SEVERABILITY; AND PROVIDING AN

EFFECTIVE DATE.

WHEREAS, the City of Holly Hill Police Department has identified a need for a comprehensive Body Worn Camera System with cloud-based data storage; and

WHEREAS, AXON Enterprise Inc., manufactures and offers a comprehensive complete Body Worm Camera System including a cloud-based data storage system; and

WHEREAS, this is a capital project identified in the FY 20-21 budget cycle; and

WHEREAS, this is a five-year contract contingent upon yearly appropriation of funds ($16,902.00 years 2-5), for a total of $108,652.70 over the entire contract; and

WHEREAS, the requested amount for initial authorization is $41,044.70.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION

OF THE CITY OF HOLLY HILL, FLORIDA:

SECTION 1. That the City Commission of the City of Holly Hill approve the sole source purchase of a comprehensive Body Worn Camera system, including cloud-based data storage, from AXON Enterprise, Inc.

SECTION 2. SEVERABILITY. If any section or portion of a section of this

Resolution proves to be invalid, unlawful, or unconstitutional, it shall not be held to invalidate or impar the validity, force, or effect of any other section of part of this Resolution.

Updated: 9/16/2020 1:30 PM Page 5

SECTION 3. EFFECTIVE DATE. This Resolution shall take effect immediately upon the beginning of the FY 20-21 budget cycle.

APPROVED AND AUTHENTICATED on this 22nd day of SEPTEMBER, 2020.