To: MAYOR AND CITY COUNCIL
From: JOE HOFFMAN, CHIEF OF POLICE
TITLE
title
APPROVE AN AMENDMENT TO THE AGREEMENT WITH AXON ENTERPRISE, INC. FOR THE PURCHASE OF THIRTY-SEVEN (37) PRO-EVIDENCE.COM LICENSES FOR ACCESS TO BODY-WORN CAMERA FOOTAGE FOR AN ADDITIONAL AMOUNT OF $51,948 AND A NEW TOTAL CONTRACT NOT TO EXCEED AMOUNT OF $476,621.95
end
EXECUTIVE SUMMARY
The Police Department is currently in year three of a five-year agreement with Axon Enterprise, Inc for Body-worn camera services, covering the term of April 15, 2020 - April 14, 2025. The current agreement includes three (3) individual Pro-Evidence.com licenses. The Pro-Evidence.com licenses allow authorized police supervisors, detectives and City Attorney personnel access to body-worn camera footage for investigative and court filing needs. An additional thirty-seven (37) Pro-Evidence.com licenses will give additional authorized personnel access to review critical body-worn camera footage for investigative and court filing needs. Approval of the amendment, will provide the Police Department with a total of forty (40) Pro-Evidence.com licenses.
BACKGROUND
In 2019, the Police Department applied for a U.S. Department of Justice Body-Worn Camera Policy and Implementation grant and was awarded $190,000 in Federal matching funds for the Body-Worn Camera program. City Council approved the acceptance of the grant and the appropriation of Asset Forfeiture funding for the required matching funds in FY 2019-20. That year, following an RFP process, the City Council approved a five-year agreement with Axon Enterprise, Inc for the purchase of body-worn cameras, digital evidence management, data storage, annual software and maintenance for an amount not to exceed $424,673.95. The City is currently in year three (3) of that five (5) year agreement.
The current agreement with Axon offers three (3) Pro-Evidence.com licenses. Pro-Evidence.com licenses provide individual access to body-worn camera footage from the stored data. Authorized Police Department supervisors, detectives, and City Attorney’s Office personnel all need regular access to the footage for investigative and court filing purposes.
In early 2022, Axon Enterprise, Inc. conducted an internal audit of their products and services. Axon Enterprise, Inc. discovered that the current agreement as written only provides for three (3) Pro-Evidence.com licenses while in practice the Police Department has operated with unlimited access. To respond to Axon’s audit and request for contract amendment, a review of Police Department data access needs was conducted to determine the number of needed licenses for Police and City Attorney personnel. Given the number of Department Supervisors (essentially all personnel with a rank of sergeant or above) a total of (40) Pro-Evidence.com licenses is required to meet the ongoing needs of the Police Department and City Attorney’s’ Office.
COORDINATION
The Police Department coordinated this report with the City Attorney’s Office and the Financial Services Department.
FISCAL IMPACT
The 37 additional licenses, increases the annual cost of the agreement by $17,314.27 in years three (3) and four (4), and $17,319.46 in year five (5), for an amended amount of $51,948.00 and a new contract not to exceed total of $476,621.95. The additional Pro.Evidence.com licenses will be purchased with Asset Forfeiture funds.
Funding Expenditures
$51,948 Asset Forfeiture $51,948 Thirty-Seven (37) Pro.Evidence.com
Licenses
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
Agreement Amendment
Original Agreement
Insurance