CITY OF COLUMBIA AGENDA MEMORANDUM

Transcription

1 CITY OF COLUMBIA AGENDA MEMORANDUM MEETING DATE: November 10, 2015 DEPARTMENT: FROM: SUBJECT: FINANCIAL IMPACT: Purchasing Sandra Wright, Purchasing Agent COBAN ECHO Body Worn Cameras US Justice Grants: Computer Equipment/Hardware (GL account) JAG Body Worn Cameras (BWC): Computer Equipment/Hardware (JL account) GL / JL / $79,720 ORIGINAL BUDGET: $169,565 Capital Projects: Computer Equipment/Hardware (GL account) City Wide Security Camera: Computer Equipment/Hardware (JL account) GL / JL-CP106503/ $89,845 Police Department has requested the purchase of COBAN ECHO Body Worn Camera package and all peripheral equipment. I respectfully request City Council s approval for this Sole Source from COBAN Technologies Inc., at the following quantity and cost plus S.C. sales tax. Qty Description Unit Price Extended Amt Request Total 300 each Body Worn Camera Package $399 $119, each ECHO 6-Bay Upload/ Cradle 495 9, each DVMS BWC Solution License 90 27,000 1 each Shipping Sales Tax 12,560 $169,565 COBAN Technologies Inc. is located in Houston, Texas Sec 1.16 of Appendix G, Finance Department, Procurement Regulation authorizes to Sole Source procurement of goods where there is only a single supplier (1) where the compatibility of equipment, accessories, or replacement parts is paramount. Updated: 11/4/2015 1:17 PM Page 1

2 Action Item (ID # 2217) Meeting of November 10, 2015 ATTACHMENTS: COBAN Echo Justification Letter (PDF) Columbia PD Concession Letter PDF-signed (PDF) Echo Sole Source Letter - Columbia (PDF) Signed Sole Source and Quote R COBAN (PDF) Updated: 11/4/2015 1:17 PM Page 2

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5 Columbia Police Department Captain Joseph N. Rowson Administrative Officer #1 Justice Square Columbia, SC RE: COBAN Concessions for ECHO Body Worn Cameras We are very excited that Columbia Police Department has selected the COBAN Echo body worn solution. Your rigorous testing of the unit provided us with valuable feedback and improvements for all our customers across the United States. Thank you for your support & help and thank you for being one of our best customers. COBAN has agreed to the following concessions regarding the sale of the ECHO units: 1. COBAN accepts an initial payment of $87, for the original 300 Echo cameras. This is slightly more than 50% of the quoted price. The remaining $80, to be paid based the arrival of cameras with pre-agreed upon fixes and terms. 2. If fixes are in place that may remedy the remaining concessions at the time the Columbia Police Department sends a Purchase Order, COBAN will ship the Columbia Police Department two (2) evaluation cameras prior to the filling of their initial order. The Columbia Police Department upon receiving the evaluation cameras, prior to their full shipment, will test that cameras, for two (2) weeks, and determine if the functionality and reliability meets the acceptable standards. If the evaluation Echo body cameras perform at an acceptable level, whereby no lapel cameras are needed and no replacement cameras are required, the City of Columbia agrees that COBAN will no longer be obligated to send the lapel cameras. Furthermore the City of Columbia upon receiving their full shipment will begin the evaluation schedule and follow concessions 6 through 9. If no such opportunity exists, COBAN will follow all remaining concessions lapel cameras are provided to account for the video quality of the Echo system after dark. When the base camera IR is delivered and equal in quality to the lapel unit the PD will have the option to purchase the lapel units or return the units to COBAN. 4. COBAN agrees to provide 300 new cameras, within 6 months of the original purchase that have agreed upon fixes. This exchange will be at no additional cost to the City of Columbia. COBAN further agrees to provide the 150 vehicle cradles at the original quoted price. 5. If Echo does not meet Columbia Police Department requirements of being equal to or better than the lapel clip-on camera they will ship back the original 300 Echo cameras for their replacements.

6 6. Columbia Police Department is provided the following evaluation schedule which will culminate with the final payment of $80, to COBAN no later than July 1, a) 30 days are given upon the receiving the new cameras for evaluation. If problems exist, being defined as 50 and/or more hardware/software problems are confirmed within the evaluation period the purchase balance is deferred for an additional 30 day period. b) If at the end of the 30 day deferment period significant problems still exist and/or 50 hardware/software problems are confirmed the purchase balance is deferred for an additional 30 day period. 7. If the new cameras are not functioning properly by June 1, 2016, COBAN agrees to accept the final payment of the original purchase but wave the annual maintenance fee s until such time the product meets basic performance expectations. 8. If the camera s or system requires another version to fix problems encountered at this time COBAN will provide the third generation camera at no cost to the Columbia Police Department. 9. During the implementation period, before going under the standard maintenance schedule, COBAN agrees if there is a problem with camera(s) that cannot be resolved remotely, the City of Columbia will ship the malfunctioning unit(s) to COBAN. Furthermore, COBAN agrees to provide the City of Columbia with 3 to 6 additional cameras, on hand at all times during this process, to mitigate downtime. These cameras are to be returned when everything is functioning and the systems are stabilized. When a unit malfunctions that unit will be returned to COBAN and one of the replacements will be used until COBAN sends another camera. I hope these concessions meet with your approval. If you need anything else, don t hesitate to reach out to us. As always, thanks again for choosing COBAN. Respectfully, Ken Souza Ken Souza COBAN Technologies, Inc VP Of Sales West Sam Houston Parkway South Suite # 800 Houston, TX Office x 112 Fax Cell ken.souza@cobantech.com

7 11375 W. Sam Houston Parkway. S. Suite No. 800 Houston, TX September, 11, 2015 Columbia Police Department #1 Justice Center Columbia, SC, Re: Coban Sole Source Letter To whom this may concern, This letter is to confirm the COBAN ECHO body worn camera solution, including all add-on hardware and software devices, is a sole source product, designed and manufactured solely by Coban Technologies Inc., and is distributed exclusively by COBAN Technologies, Inc. Coban Technologies, Inc. warrants that no other company makes a similar or competing product. Coban Technologies, Inc. maintains all copyright privileges for these products and no agents or dealers are authorized to represent these products. This product must be purchased directly by the agency from Coban Technologies, Inc. Please do not hesitate to contact me if you have any questions or concerns. Thank you, Ken Souza COBAN Technologies, Inc VP of Sales West Sam Houston Parkway South Suite # 800 Houston, TX Office x 112 Fax Cell ken.souza@cobantech.com

8 R Requisition # JUSTIFJCA TION FOR SOLE SOURCE PROCUREMENT Based upon the following determination, the proposed procurement action described below is being procured pursuant to the authority of Section 1.16 of the City of. Columbia, S.C. Procurement Regulation. This Department proposes to procure for the Pol ice/ Adm in Division, (I) COBAN ECHO Body Worn Camera Package and all peripheral equipment (2) as a sole source procurement from _C_O_B_A_N (3) e: II...fi. COBAN is an existing vendor of the Police Department b ase d upon t h e io owmg JUStt cations: The COBAN infrastructure has been operation for the past 4-5 years for the Department's In-Car video (4) solution. This allows for an ease of integration with current and future software and seamless operation. The new Body cameras will connect and upload video to the server via docks in the patrol vehicles across the established infrastructure. IT staff has already vetted and endorses the COBAN video system. This sole source is valid through ~J.::.u.:::n.:.e..:::3;.;::0~.;:.;:.,~~ --;:.?l., u. Department ount $ 167, /CLz~ Dafe 1o}:J3 /1s- Date 1cJ /02&/IS Date 10-t.<i-15 Date otes: (I) Enter Division Name (2) Enter description of goods or service to be procured (3) Enter name of sole source contractor ( 4) Enter the ba'iis of sole source procurement Al1 : 23 Distribution: Original attached to requisition (Forni PUR I 0820 I) Copy retained in Department's file. (Rev. 08/2015) This agreement may be executed in one or more counterparts. all of which shall be considered one and the same agreement, and shall become a binding agreement when one or more counterparts have been signed by and deli\'ered to each of the parties. Such delivery may occur by facsimile or cmail/pdf und any counterparts exchanged in this manner shall be considered originals.

9 11375 W. Sam Houston Parkway South #800 Houston, TX P F Quotation Expiration: 60 Days Terms: Net 30 Days FOB Point: Destination QT Version $20,140, Prepared for: Columbia Police Department (Columbia, SC) Quote # Date Address #1 Justice Center /23/2015 City, State Columbia, SC Prepared by: Contact Joseph Rowson Diana Costa ( ) COBAN ECHO BODY WORN CAMERA Quoted Quantity Total ECHO-01 COBAN ECHO Body Worn Camera Package Includes: ECHO Camera, 110v Wall Adapter, USB Cable, Spring Clip, 1 year factory warranty $ $119, ECHO-04 ECHO 6-Bay Upload/Charging Cradle $ $9, WLIC-221 DVMS BWC SOLUTION LICENSE $ $27, SHIPPING Quoted Quantity Total LFEE-053 Shipping $ $ Subtotal $157, Additional Discount (s) Taxes (if applicable) $10, GRAND TOTAL $167, Terms /Conditions / Assumptions: Lease Payment Options (for quotes under $200,000) COBAN Technologies, Inc W Sam Houston Pkwy S # 800 Houston, Texas Equipment Price $ 167, $1.00 Purchase Lease or Finance Agreement 24 month payment 36 month payment 48 month payment 60 month payment $7, $5, $3, $3, ALL PAYMENTS ARE SUBJECT TO AN APPROVAL & APPLICABLE TAX - Semi-annual & annual Terms available - Unsecured lease with no blanket liens, loan covenants, or additional collateral required - Payments are fixed for the term with no annual financial review or early call by lender Longer term options available for $200,000 and above transactions Please contact us for more information. 10/23/2015 Page 1