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TO: Mayor Richard C. Irvin
FROM: Matt Thomas, Support Services Commander
Martin S. Lyons, Chief Financial Officer/City Treasurer
Michael Pegues, Chief Information Officer
Jim Birchall, Superintendent Fleet and Facilities
DATE: June 18, 2021
SUBJECT:
A Resolution authorizing the purchase and construction of the supporting infrastructure, as previously mentioned in R20-249, for the body worn camera inventory and operating requirements as defined by the Aurora Police Department.
PURPOSE:
The Police Department requests the City Council authorize the purchase of materials and labor to construct a digital equipment storage room which will support the body worn camera inventory, accessories and operational requirements to FH Paschen in the amount not to exceed $61,883.17, Scientel Solutions in the amount $6,520.66 and CTS in the amount not to exceed $30,000 for a total aggregate amount not to exceed $96,000.00.
BACKGROUND:
On October 27th, 2020 resolution R20-249 was approved by the City Council for the purchase of body-worn cameras and the supporting software for officers at the Police Department in the amount of $2,150,920.00. The body-worn camera resolution was a voluntary response to community discussions about increasing transparency in police enforcement. At the time of the resolution there was not a state mandate requiring all law enforcement officers to wear a body-worn camera. However, on February 22nd, 2021 Governor Pritzker signed the Bill, now known as the "Safe-T-Act" into law. The Safe-T-Act mandates all police department must implement body-worn cameras for all officers.
On June 15th, 2021 the Committee of the Whole forwarded the request for authorization to purchase of additional cameras to satisfy the new state mandate and the supporting software in the amount of $2,828,107.00. In the initial Resolution R20-249 it was mentioned that a supporting infrastructure and staff would be required in order to manage inventory, support integration of existing legacy systems and meet the department's operational requirements once the body worn camera system was chosen. Consistent with the initial scope of the project and in response to the discussion at the Committee of the Whole meeting on June 15th, 2021, an assessment of the facility's capabilities was completed, and a need was identified for the construction of a digital equipment room.
We researched storage locations, along with charging and download requirements and quickly realized we needed something much more than an empty office or small closet.
We found that we needed a location with enough storage space to store up to 350 Body Worn Cameras for expected organizational growth, but also accommodate an officer’s daily workflow. We wanted this location to be accessible to all officers in the department as well as having 24/7 oversight and security. We also learned that we would need an Uninterrupted Power Source (UPS) and data lines to download video from the cameras. Due to the need for ample storage space, oversight and access to data, we chose the patrol sergeants office on the first floor of the Police Department. All employees can easily access this space, sergeants work every day of the week (24 hours a day) in this office and the location within the office is approximately100 feet from a data closet. This would mean that while we still have to run data cables, it is easily done, without major obstructions. Additionally, all patrol, COP and Traffic officers walk in or by this office everyday they work. All other officers are near this space and typically walk by as they exit the building to go to the squad garage. In the end and with respect to storage, there are no other locations in the police building that can accommodate such a large footprint, easy access to data connections and have the 24/7 oversight we desire.
In addition to the body worn camera inventory this storage room will also provide a central storage location for additional police equipment, such as Tasers, AED's, GETAC laptops, etc which are currently scattered throughout the building.
DISCUSSION:
Low voltage CAT 6A cabling costs including material, equipment and labor is estimated at $27,986 (based on the original CTS quote) with a 10% contingency therefore requesting a “Not to Exceed” amount of $30,000. These costs are based on historical data with current City vendors for similar statements of work over the past 4 years.
1) See attached CST Aurora Police Department Body Cam and Taser Network Cable.pdf
2) See attached Q-CHI-40496 NTI Aurora PD Build Out Room Copper Budget.pdf
Two Axis cameras including installation and associated mounting in the Utility Rooms and setup services costs total $3,520.66. Vendor will incorporate all of these cameras into the existing Aurora Video Managed Services Contract. See attached Master Contract Labor Agreement Between City of Aurora and Scientel Solutions.
F.H. Paschen has proposed to construct the complete digital equipment storage area(s) along with all the necessary electrical and data infrastructure, through the City's Job Order Contracting (JOC) program for $56,257.43. The quoted price includes a $4,234.43 (7%) credit as prescribed by the JOC (Work scope and estimate attached). The JOC program was approved by Resolution R20-221 in September 22, 2020.
A ten percent (10%) contingency of $5,625.74 is also requested in the event unforeseen circumstances arise. If the contingency is used, the total construction price will not exceed $61,883.17.
A budget amendment will be submitted prior to City Council approval.
IMPACT STATEMENT:
Approval of this resolution will provide the necessary infrastructure to support the body worn camera inventory and operational requirements of the Police Department.
RECOMMENDATIONS:
That the City Council approve this resolution.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the purchase and construction of the supporting infrastructure, as previously mentioned in R20-249, for the body worn camera inventory and operating requirements as defined by the Aurora Police Department.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the utilization of technology to improve the transparency, safety, and efficiency of the Police Department services to the community; and
WHEREAS, the implementation of a body-worn camera system is a critical step in the provision of this transparency, safety and efficiency of these operations; and
WHEREAS, on October 27, 2020, the City Council approved R20-249 which established City policy with respect to the implementation of body-worn cameras by members of the Police Department; and
WHEREAS, the City Council finds that its expression of said policy set forth in R20-249 remains unchanged; and
WHEREAS, R20-249 specifically authorized the Chief Financial Officer to enter into a contract in an amount not to exceed $2,150,920.00 for the purchase of body-worn cameras, and software and equipment related thereto for the Police Department; and
WHEREAS, the City has conducted an in-depth analysis and review of body-worn camera systems to ensure these goals now and into the future; and
WHEREAS, on January 13th, 2021 the Illinois General Assembly passed what became Public Act 101-0642 and which included a mandate that law enforcement agencies implement the use of body-worn cameras for all law enforcement officers, including those serving in primarily administrative positions; and
WHEREAS, on June 15, 2021 the Committee of the Whole approved Legistar agenda item 21-0398 which took into consideration the new State mandates thus authorizing the Chief Financial Officer to enter into a contract in an amount not to exceed $2,828,107.00 for the purchase of 310 body-worn cameras, and software related thereto for the Police Department; and
WHEREAS, the Chief Financial Officer, the Chief Information Officer, the Superintendent of Facilities and the Police Department have determined material and labor costs will not exceed an aggregate amount of $96,000.00; and
WHEREAS, a budget amendment will be submitted prior to City Council approval to fund this project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: The Police Department requests the City Council authorize the purchase of materials and labor to construct a digital equipment storage room which will support the body worn camera inventory, accessories and operational requirements to FH Paschen in the amount not to exceed $61,883.17, Scientel Solutions in the amount $6,520.66 and CTS in the amount not to exceed $30,000 for a total not to exceed amount of $96,000.00.