HomeMy WebLinkAbout22 - 04BA-077 - Police Mobile Video SystemsCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 22
June 22, 2004
TO: HONORABLE MAYOR, MEMBERS OF THE CITY COUNCIL
FROM: Police Department, Bob McDonell, Chief of Police
Captain Paul Henisey, Support Services Division Commander,
pheniseya_nbpd.org, (949) 644 -3650
SUBJECT: Authorization to Purchase Police Mobile Video Systems
I. RECOMMENDATION:
1. Approve an expenditure of $238,060 to purchase 31 Mobile Video Systems for
use in all marked Police Vehicles of the Newport Beach Police Department.
2. Award bid to Kustom Signals, Inc. and authorize the Police Chief to negotiate a
contract with the vendor, subject to approval by the City Attorney's Office and the
City Manager.
3. Approve a budget amendment of $13,060 from the General Fund Unappropriated
Reserve to Account #1820 -9015.
II. DISCUSSION:
In May 2004, we mailed a Request for Proposal (RFP) for the purchase of 31 Mobile
Video Systems (MVS) to 15 major vendors of this equipment and advertised seeking
qualified vendors in a local newspaper. The main criteria in the RFP included the
system design, overall integration, construction of components, system components
selected by the vendor, technical specifications, quality of system components,
responsiveness to specialized services, and vendors' experience. The RFP did not list
overall cost as the sole or primary determining factor for the bid award.
In this acquisition of second generation MVS equipment, the Police Department
determined a digital system using DVD -RAM disks was the preferred system for
reasons of security, stability, storage, cost, and ease of use. The RFP specifications
City Council Report — Authorization to Purchase Police Mobile Video System
Page 2
included a requirement for a DVD -RAM system. Four companies responded to the RFP
with the noted adjusted costs:
COMPANY
Mobile Vision
Kustom Signals, Inc.
Mobile Digital
EDO Corporation
SYSTEM COST
$198,638
$238,060
$285,545
$475,280
A thorough review of each of the four bids was conducted by the Police Department.
Only the bid from Kustom Signals met the specifications in the RFP to our satisfaction.
Kustom Signals submitted a bid that included a DVD -RAM system with a transmitter
that turns on automatically when the system begins to record. The total of their bid with
desired options is $220,937 plus the out of state vendor California Use Tax of $17,123
for a total of $238,060. Their bid included cameras, monitors, transmitters, and security
vaults that all met RFP specifications. In addition, their bid noted a significant number
of systems in use by a multitude of agencies (2,300 systems in use by 333 agencies).
Finally, Kustom Signals provided the lowest cost for an extended three -year warranty on
their system.
The lowest bidder, Mobile Vision, proposed a wireless system using flashcard
technology, not a DVD -RAM system. In addition, their system was incomplete due to
the fact they did not include any hardware or storage capability in their bid. This
equipment would have to be purchased at an additional cost. Their system is in Beta
testing and they have no system currently in production. The Mobile Vision system
does not meet the Department's specifications.
The only company other than Kustom Signals to bid a DVD -RAM system was Mobile
Digital at a cost $47,000 higher than Kustom Signals. This system would have to be
custom built, as there are significant portions of the hardware that have not been
developed, nor are they currently in use. In addition, this system does not have a
transmitter that turns on automatically when the system begins recording. Because the
system is new, it does not have the record of performance or references to warrant
further consideration at this time.
The highest bidder, EDO Corporation, proposed a totally wireless MVS product.
Currently, there is only one agency using 10 of EDO's systems. Not only is this system
out of the Department's price range at $475,280, but also it uses a solution that does
not meet the Department's needs or intentions at this time.
City Council Report — Authorization to Purchase Police Mobile Video System
Page 3
In February 2003, an estimate of $225,000 was obtained to replace the Police
Department's Mobile Video System. Due to the unanticipated improvements in the
design of the recommended systems that occurred between the time of our original
estimate and our Request for Proposals, there is a shortfall of budgeted funds
($13,060), which is actually less than the use tax for the total purchase. In essence, the
new systems will operationally require us to allocate individual transmitters with
rechargeable batteries to each officer. While the purchase results in a greater initial
expenditure, the reduction in ongoing maintenance and upkeep will more than offset the
cost, based upon our experience with other field equipment. It is also worthwhile to
note that the Police Department will be eligible to receive a $1500 rebate from the
recommended successful bidder, Kustom Signals, based upon a return of three of our
old systems for a $500 rebate per unit. In addition, the City will be exploring the
potential for the sale of our existing used MVS units to a suitable buyer to help offset the
additional costs incurred.
Environmental Review: None
Public Notice: None
Funding Availability: The majority of the required funds ($225,000) for this purchase are
allocated in FY 2003/04 Budget in our Support Services Division Account #1820 -9015.
It is requested an additional $13,060 be transferred from the General Fund
Unappropriated Reserve to Account #1820 -9015. It should be noted that, under State
Board of Equalization regulations, the City is authorized to use its Direct Pay Permit to
self- assess the Use Tax of approximately $17,123. Doing so will increase the Use Tax
the City receives from this purchase by $2121 (from $88 without the permit to $2209
with the permit).
Alternatives: Not Applicable
Prepared by:
Paul H
Support Services Division Commander
Approved b
Bob McDonell, Chief of Police
Attachments: Evaluation of Responses Worksheet
Budget Amendment
CITY OF NEWPORT BEACH
Mobile Video System RFP -- June 2004
EVALUATION OF RESPONSES
Bidders:
Mobile Vision
Kustom Si naIsli:
Mobile Di ital
EDO Corporation.
System Description:
Flashback DVR
DVD- RAM
DVD- RAM
Wireless 802.1
2 GB Compact Flash
Recorder System
Recorder System
Recorder Systern
with auto upload
( "Able to Offer ")
Transmitter
Transmitter
Transmitter
Transmitter;'
900 MHz / 2.4 GHz
Auto - On
9.0.0 MHz
Aufo: =:Oh -: °,:`' "
900 MHz
Auto- On Not Avail.
900.MHz ;.
Off icer`Activated.;, "
Sync- Docking Station
3 Audio Tracks
. Sync- Docking Station:
2 Audio Tracks.
Sync -Dock Not Avail.
1 Audio Track
Hard.Codedjs;. s:c.
2 Audio: racks
Camera
Camera....
Camera
Camera.. '
.5 LUX
1 LUX
No Spec's Given
3 LUX
144x Zoom
40x Zoom
32x Zoom
2nd B &W Camera
MPEG1 Not Avail.
Optional Monitor
Color: LCD" Monitor
7" Monitor
O tional Monitor, .:
Wireless LAN
Security Vault
Stand Alone AC -
No Security Vault
2 Access Points
Charger Not Avail.
Dell Server
1 Year Warranty
1 Year Warranty
1 Year Warranty
1 Year Warrant
References:
BETA Testing Only
2300 Systems•in Use
None Given
10.Systenis in Use`
Production to start
by 333 Agencies
° by'1 Agency
Jun -04
Requirements Met?
NO
YES,
NO
NO
Comments:
A Compact Flash
A DVD- RAM System
A DVD -RAM System
A wireless System
System with wireless
meeting , 'nearly all'.':
that would be custom
requiring a wireless
upload. Still
,specifications , ;:'.
built. Significant
infrastructure..
BETA testing a
Significantnumber:&
portion of hardware
Transmitters "don't
system that is not in
systems in. use..
not developed
meet specifications. .
production.
or in use. No refer-
Only 1 agency using
ences provided.
this system:
CITY OF NEWPORT BEACH
Mobile Video System RFP — June 2004
EVALUATION OF RESPONSES
Bidders:
Mobile Vision
Kustom Signals
Mobile Digital
Corporation'
System Price:
$168,640*
$209,467
$216,845
'$473,942'
Options:
Installation:
$7,750
$6,975,: ~.
$17,050
Included• .`
Monitors:
$7,719
Included.
$18,600
Included..y ? -:
Add. Transmit.(20):
$3,900
$5,320
$6,000
Not_Quoted, .
AC Chargers (82):
$3,276
$6,150.:
Not Available
Not Quoted
Mgt. Software:
$2,350
$5;000 ''`,~
$25,000
Included
Belt Case /Clip (82):
$816
Included `
$2,050
.Included ° '=
Training:
Included
Included
Not Quoted
$1,338
Sales Tax
$14,287
$17;123
$18,871
Included `.
Total with Options:
$198,638*
$238,'060
$285,545
$475;280*
(Options include
Monitors, Transmitters
Installation of
Additional.
AC Chargers, Belt
wireless network and
Transmitters,anil
Cases and Training)
supporting hardware
Chargersnot included
not included in quote
in quote.
3 year Warranty
$27,900
$21390
$69,390
$75,413.._;;:
5 year Warranty
$49,600
$84,320
$130,104
T & M Only , .'
City of Newport Beach NO. BA- 04BA -077
BUDGET AMENDMENT
2003 -04 AMOUNT: $13,060.00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
8 Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase expenditure appropriations from unappropriated General Fund fund balance for the purchase of
mobile video equipment. Price was higher than original budget estimate.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
010 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Division
Account
Division
Account
Division
Account
Division
Account
Signed
Signed
Signed
Description
General Fund Fund Balance
Description
Description
Number 1820 Police - Support Services
Number 9015 Mobile Video Equipment
Number
Number
Number
Number
Number
Number
i..o
Financia Approval: Ad
f
Administrative App1'6va
Services Director
City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$13,060.00 '
$13,060.00
Date
G/ a
Da {e
Date