Notice of intended Decision to Purchase sole/single source products and/or services Body worn cameras

The City of Holly Hill Police Department issued a notice of intended decision to pursue a sole source procurement for a comprehensive Body Worn Camera (BWC) system and cloud-based video storage solution. This procurement involved the City of Holly Hill, located in Volusia County, Florida, and was approved by City Commission Resolution 2020-48 on September 22, 2020. The City sought to equip each sworn officer with body-worn cameras and implement a cloud-based video storage and retrieval system for archiving video footage. The deliverables included AXON body-worn camera equipment and EVIDENCE.COM cloud-based data storage services. The procurement was structured as a five-year contract contingent upon annual appropriations, with the initial authorization request of $41,044.70 for the first year and annual maintenance and data storage costs of $16,902.00 for each subsequent year. The sole source justification was based on standardization, compatibility requirements with existing Volusia County law enforcement systems, and the State Attorney's Office's established familiarity with the evidence quality of AXON systems. The City followed its established purchasing procedures, including electronic advertisement on the City website for five business days and Finance Department approval prior to City Commission authorization.

The procurement was designated as a sole source purchase, restricting competition to AXON Enterprise Inc. as the identified sole source provider. The City initially attempted to piggyback on an existing contract from the City of Ormond Beach with AXON but determined the equipment and services specifications were not identical to Holly Hill's requirements, necessitating the sole source designation. AXON Enterprise Inc. was identified as the appropriate vendor due to its position as the primary provider for most Volusia County law enforcement agencies and its compatibility with existing regional infrastructure. The total contract value over the five-year term was $108,662.70, with the initial year authorization of $41,044.70 and subsequent annual costs of $16,902.00 for years two through five. The contract was approved unanimously by the City Commission and took effect immediately upon the beginning of the FY 20-21 budget cycle.