05 Staff Report - Mobile Audio-Video Systemstow N 0 MEETING DATE: 06/18/07
ITEM NO: 5
cos °GAjoS COUNCIL AGENDA REPORT
DATE: June 11, 2007
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER V U
SUBJECT: MOBILE AUDIO-VIDEO SYSTEMS
(A) AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND
EXECUTE AN AGREEMENT WITH "INTEGRIAN" FOR THE
PURCHASE OF FOURTEEN (14) MOBILE AUDIO-VIDEO SYSTEMS
FOR THE POLICE DEPARTMENT, IN AN AMOUNT NOT TO
EXCEED $ 100,000.
(B) ADOPT RESOLUTION AUTHORIZING THE DESTRUCTION OF MAV
RECORDINGS AFTER ONE YEAR.
(C) AUTHORIZE BUDGETED REVENUE AND EXPENDITURES
ADJUSTMENT FOR FY 07-08 IN THE AMOUNT OF $10,000 FOR
ASSOCIATION OF BAY AREA GOVERNMENTS (ABAG)
REIMBURSEMENT.
RECOMMENDATION:
1. Authorize the Town Manager to negotiate and execute an agreement with Integrian for
the purchase of fourteen (14) mobile audio-video (MAV) systems for the Police
Department, in an amount not to exceed $100,000.
2. Adopt a resolution authorizing the destruction of MAV recordings after one year.
3. Authorize budgeted revenue and expenditures adjustment for FY 07-08 in the amount of
$10,000 for Association of Bay Area Governments (ABAG) reimbursement.
BACKGROUND:
The Police Department applied for and was awarded grant funds from the Office of Criminal
Justice Planning (OCJP)/California Technology Equipment Program (CLETEP) for the purchase
of eight patrol car surveillance cameras in May of 2000. The Council authorized these grant
funds on June 5, 2000. Two additional cameras were purchased through the Local Law
Enforcement Block Grant (LLEBG) and a third was provided yyABAG.
PREPARED BY: Scott R. Seaman, Chief of Police Wes" ~a`~`""~
C:\DOCUME-1\PGARCI-1.LOS\LOCALS-I\Temp\XPGrp W ise\MAVTCREPORT06.07.doe
Reviewed by: Y Assistant Town Manager ft k- Town Attorney
Cleric Administrator _e Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: Mobile Audio-Video systems and Destruction Resolution
June 18, 2007
The VHS camera system over time became problematic and, early in 2006, all of the cameras
were removed from the patrol cars due to excessive technical issues and a severe lack of
customer service from the vendor. In the spring of 2006, staff researched new and improved
technology and identified funding sources to replace the older system. The Police Department
has selected a vendor and product through a competitive bid process.
DISCUSSION:
Staff has conducted research on this project for the last two years and approached it from a cost
and resource efficiency perspective. In addition to the mobile audio video system, the department
is choosing to replace the mobile data computers in the police fleet at the same time, as they are
beginning to require more repairs to keep them functional and are also one year past the
equipment replacement schedule. A new data server is also needed, as the current one cannot
accommodate the additional volume of data required for the mobile audio visual system in
addition to the storage requirement under the Government Code. The project allows for one time
installation costs for the cameras and mobile data computers and.purchase of a new server.
RFP Process:
Staff used several model policies, including one from the International Association of Chiefs of
Police, as a guide to develop a Request for Proposal (RFP) and sent it to five MAV vendors.
Four vendors responded to the RFP and one, Integrian's "Digital Patroller," was determined to
be far superior to the others, not only in design, but also in cost, implementation procedures,
training and reputation.
Computer Replacement:
Staff has determined that along with the heed for the MAV system, the mobile data computers
(MDC's) in the police cars are also overdue for replacement. As the MAV system and computers
will incur installation costs, it is fiscally prudent to combine the replacement of the MDC's with
the implementation of the MAV system at the same time to avoid duplicate charges for
installation and reducing down time for the police fleet. Funds for replacement of the MAV and
MDC systems will be allocated out of existing internal service charges.
Retention Schedule:
The current destruction policy for the Town does not address MAV system retention. However,
the Government Code, pursuant to Section 34090.6 (a), requires a city or county agency to keep
one year of digital recordings from a MAV system. Staff is recommending that the Town
Council authorize the destruction of MAV digital recordings after one year, pursuant to this
Code.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: Mobile Audio-Video systems and Destruction Resolution
June 18, 2007
Server Solution:
In addition to the Government Code requirement listed above, a network shared file storage
server is due for replacement in 07-08. The current server in the Police Department periodically
fails, causing inefficiencies for police department, staff and potential for data loss.
The new server will host shared file storage as well as MAV digital recordings. Funds for
replacement of the server will be allocated out of existing internal service charges.
CONCLUSION:
Staff recommends the Town Council authorize the Town Manager to negotiate and execute an
agreement with Integrian and adopt the.resolution authorizing destruction of MAV recordings
after one year..
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
Funding for this project will be available when the Fiscal Year 2007-2008 budget commences on
July 1, 2007. The funding comes primarily fiom replacement funds, and an ABAG match of
$10,000.
The cost of the MAV system is $83,000. The expenditure will be absorbed in account 6601-
77037 which has $68,670 in replacement costs for. in-car video cameras. Upon receipt of a
purchase order or invoice for the MAV system, ABAG will reimburse the Town $10,000 for the
MAV project (6610-77037). The cost of the MDC replacement is $166,150. The expenditure will
be absorbed in account 6685-60532 which has $170,000 in replacement costs for MDC's. The
server replacement cost is $40,000. The replacement fund has $40,000 in accow-it 6601-77305.
The remainder necessary to complete the project totals $480 and will be absorbed in the Police
Department budget.
Attachments:
1) Resolution
Distribution:
General
Mark Domangue, Integrian
Mike Brown, CDCE
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS APPROVING
DESTRUCTION OF MOBILE AUDIO VIDEO RECORDINGS OF THE LOS
GATOS/MONTE SERENO POLICE DEPARTMENT AFTER A PERIOD OF ONE YEAR
PURSUANT TO GOVERNMENT CODE SECTION 34090.6
WHEREAS, the current Town destruction policy does not address the issue of mobile audio video
recording-z; and
WHEREAS, Section 34090.6 of the Government Code authorizes the head of a department of a city
or county to destroy recordings of routine video monitoring after one year; and
WHEREAS, the storage and maintenance of these recordings if not purged after one year would
cause an adverse impact on the storage and retrieval systems of the police department;
RESOLVED, by the Town Council of the Town of Los Gatos, County of Santa Clara, State of
California, that the Town of Los Gatos authorizes the Chief of Police to destroy mobile audio video
recordings after one year.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the day of
vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
2007 by the following
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
U AAFORRESTMAVRES06.07.DOC