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Res. 2108 - Axon Enterprise sole source contract COUNCIL BILL NO. 3048 RESOLUTION NO. 2108 A RESOLUTION AWARDING A SOLE SOURCE CONTRACT TO AXON ENTERPRISE, INC. FOR THE PURCHASE OF THE COMPANY'S "OFFICER SAFETY PLAN" SERVICE THAT WILL PROVIDE BODY CAMERA AND TASER EQUIPMENT UPGRADES FOR THE WOODBURN POLICE DEPARTMENT, AND ADOPTING FINDINGS WHEREAS, the City Council, acting as the Local Contract Review Board, has the authority under the City's public contracting rules, and consistent with State law, to award a public contract for goods and services available from only one source; and WHEREAS, the City is in need of upgrading its body worn camera (BWC) system and Taser equipment (aka Controlled Electrical Weapons or CEWs); and WHEREAS, the City's existing cameras, archived evidence recordings, and Taser equipment is Axon Enterprise, Inc.'s equipment; and WHEREAS, the Council finds that the continued use of Axon Enterprise, Inc.'s equipment, support, and maintenance, will enable a smooth upgrade transition and will ease user training and result in minimal business interruption; and WHEREAS, the Council has determined that an upgrade to the camera system and Taser equipment is desired and meets the findings of a sole source procurement; NOW THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. The City Council, acting as the Local Contract Review Board, hereby awards a sole source, 5-year contract for the City's BWC system and CEW equipment to Axon Enterprise, Inc, in an amount of $189,232.46 ($37,620 per year, $38,739,50 amount for first year). Section 2. This sole source contract is approved based on the Findings included in the City's staff report, affixed as Attachment "A" and incorporated herein. Section 3. The City Administrator is authorized to execute a contract with Axon Enterprise, Inc. Page 1 - Council Bill No. 3048 Resolution No. 2108 r Approved as to form: o City Attorney Dafe - Appro d: athryn igley, yor Passed by the Council A , Submitted to the Mayor gon Approved by the Mayor � Filed in the Office of the Recorder D 1 ATTEST: Heather Pierson, City Recorder Page 2 - Council Bill No. 3048 Resolution No, 2108 1 Attachment A November 13, 2017 TO: Honorable Mayor and City Council through City Administrator THROUGH: James C. Ferraris, Chief of Police FROM: Jason Millican, Lieutenant SUBJECT: Axon Enterprise Inc. Contract Award RECOMMENDATION: That the City Council, acting as the Local Contract Review Board, adopt a resolution awarding a sole source contract to Axon Enterprise, Inc. for the purchase of the Company's Officer Safety Plan services that will provide a body camera system, inclusive of evidence transfer capabilities, evidence management software, cloud-based data storage, accessories, and replacement of the existing controlled electrical weapons inventory. BACKGROUND: Body Worn Camera ("BWC") Program The BWC program currently utilizes first generation Taser AXON cameras. Existing BWC cameras record in standard definition and have poor battery life regularly failing to operate for an officer's entire shift. There is not a uniform platform for placement of the camera on an officer or what accessories may be paired with use. The Woodburn Police Department ("WPD") maintains data storage with Axon using their evidence.com platform, for which we have 44 paid licenses compared to 33 actual registered users. Data storage costs for evidence.com for WPD have risen annually as the volume of data has not been adequately projected nor could if be with a selective BWC use program. The initial start-up of the WPD BWC program did not allocate defined funding from our budget or seek supplemental funding. An extended warranty plan was not purchased so devices are currently repaired/replaced on a per incident basis. Currently, the WPD is in the final year of a three-year fee schedule with Axon that ends in February of 2018. The final payment of $8,200 on the existing Agenda Item Review: City Administrator_x____ City Attorney_x_ Finance_x- 63 Attachment A Honorable Mayor and City Council November 13, 2017 Page 2 contract was made in April of 2017. According to Axon, ongoing evidence.com maintenance fees are projected to have 5% annual fee increases unless we negotiate a long-term contract with fixed fees. ControlledElectronic Weapons,(`°CI=W") Proaram, •,,,-„--„ WPD has an inventory of 37 Taser--X26 (30), X26P (3), X2 (2), and X3 (2)--CEW weapons as less lethal use of force options. Each device, although similar in concept, is different and as such presents training challenges. Axon has established a useful life period of 5 years for all CEW products and provides $10,000,000 of liability coverage during the useful life period standing with an agency during lawsuits defending the device itself. Currently, 28 (76%) of our 37 CEW weapons have exceeded the useful life period recommended by Axon thus increasing the City of Woodburn's potential liability exposure. The projected one-time cost would be $33,600 if WPD were to upgrade its existing CEW weapon inventory currently outside Axon's recommended useful life period. The remaining nine (9) CEW weapons would exceed the Axon recommended useful life period within the next 2 years requiring an additional one-time cost of approximately $10,800. DISCUSSION- Community trust is the standard by which law enforcement agencies measure their overall effectiveness and ensure policing strategies are meeting the community's needs. A way to enhance community trust is to ensure transparency and accountability in law enforcement operations. This can be aided by the full integration of body worn cameras (BWC) into WPD's daily patrol activities. BWC's represent a technological advance in policing when properly integrated into patrol operations helping ensure the delivery of quality law enforcement service. BWC's promote legitimacy and an increased sense of procedural justice communities have increasingly come to expect. They enhance accountability and reduce instances of conflict and/or hostility because all parties to an interaction are aware their conduct is being recorded. Recordings made by BWC's of crime scenes offer an additional tangible benefit by providing investigators, prosecutors and juries alike with detailed, accurate and compelling evidence recorded in real time that does not require additional interpretation or explanation to understand. 64 Attachment A Honorable Mayor and City Council November 13, 2017 Page 3 Axon Enterprises, Inc. has patented a BWC system and secure cloud based video storage platform that affords tremendous flexibility in capturing and storing data intensive in a virtual environment, without the need to purchase or maintain expensive, complex servers that have a fixed life expectancy and lack scalability. No other BWC provider is able to offer a similar system. WPD has negotiated a 5-year agreement with Axon Enterprise, Inc. to supply 32 BWC/s and related charging/data transfer hardware. In addition, WPD will have access to unlimited data storage hosfed by Axon in a virtual, cloud-based environment. Because BWC data is stored in a virtual environment, access to it can be provided, with proper permissions, from any Internet capable device, including smart phones and tablets. This added flexibility means officers can track, label and review captured video in the field using smart phone technology without needing to return to the station to download if to a desktop computer. Cloud based data access allows the WPD to share its captured video evidence with other criminal justice partners, such as the Marion County District Attorney's Office, without need for evidence technicians to locate, copy, and transport specific data segments. In order to secure this agreement with WPD, Axon Enterprises, Inc. has agreed to apply a 47% discount to the purchase cost of equipment and first year data storage fees. In addition, and recognizing evolving technology will both improve video quality and miniaturize existing equipment, Axon has agreed to replace all 32 BWC's and docking stations purchased by the WPD two times during the initial 5 -year contract period. They have also agreed to replace our existing and aging inventory of Axon CEW's, eliminating the need to seek future City funding to effect the same exchange. Over the past three (3) months, WPD conducted a review of its BWC program and an evaluation of the "Conducted Electrical Weapon" (CEW) less lethal force program. Both of these WPD programs currently utilize equipment manufactured by Axon. AXON PRODUCT BENEFITS & SOLE SOURCE JUSTIFICATION FINDINGS This proposed contract with Axon provides the following benefits to WPD: • Unlimited cloud based data storage 65 Attachment A Honorable Mayor and City Council November 13, 2017 Page 4 o Efficient expansion of the BWC program without uncontrolled annual increases due to data consumption if policy changes occur requiring increased BWC use by officers o Submission of all digital media evidence generated by officers into the evidence.com database o Data storage system provides automatic editing functionality that allows for faces to be rendered unidentifiable as required in certain circumstances per Oregon House Bill 2571 (2015) • hardware provided by Axon at no cost to the Police Department upon contract initiation totaling approximately $63,000 o 10 AXON Signal Units o 30 AXON Body 2 HD cameras plus uniform mounts 0 5 AXON 6 Bay charging/data download stations o 30 Taser X26P CEW weapons plus holsters o 30 PPM Batteries • Replacement hardware provided by Axon, during life of contract, at no cost to Police Department totaling approximately $38,890 0 30 Axon Body 2 replacement cameras at 30 and 60 month dates of contract saving Effectively ensures BWC program has warrantied devices for the next 7.5 years eliminating repair/replacement fees during this period 0 30 Taser X26P CEW weapons warrantied for the next 5 years - Effectively ensures CEW program has warrantied X26P CEW weapons for the next 5 years eliminating repair/replacement fees during this period. • AXON Signal Units and PPM batteries automatically turn on all BWC's within 30 feet when patrol car emergency lights are activated or CEW is powered on eliminating officer failing to activate BWC during stress generating incidents. The above listed Axon products provide exclusive benefits that meet WPD's needs and which can only be provided and made available by Axon (See appendix A for further details). The equipment and software listed in the current bid offers unique benefits that are not offered by other manufacturers. The most significant benefit is the ability for the cameras to turn on automatically. Part of the quote is for the addition of a Bluefooth unit (Axon signal) that will be installed in WPD marked vehicles. The unit can be set up to turn on a camera when the car door opens or when the overhead lights are activated. The cameras are also designed to work in concert with each other. For example, if four officers are of an incident and one 66 Attachment A Honorable Mayor and City Council November 13, 2017 Page 5 officer turns their camera on, all of the cameras will turn on if they are in range (30' +/-). This is a feature that can be extremely valuable, especially in a use of force incident. By having more cameras recording, the likelihood of missing a key piece of evidence is significantly reduced. Furthermore, due to the fact our Tasers are outdated and are in need of replacement, Part of the bid involves replacing our entire inventory to the new Taser X26P. This device also works in concert with the officer's body camera. When an officer draws their Taser and turns it on, it will automatically turn on their camera. Axon is almost ready to begin marketing a signal unit that will attach to our current duty holsters. When an officer draws their sidearm it will activate the camera. This not currently ready for sale so it is not in the current quote. FINANCIAL IMPACT: WPD is recommending a significant change to its BWC and CPW programs. WPD proposes to enter into a five (5) year contract with Axon for services under their "Officer Safety Plan" (OSP). Axon's OSP would provide the WPD the required hardware to operate BWC and CEW programs at no cost while only requiring payment for evidence.com unlimited data access. The contract would have a fixed cost of $37,620.00 per year. The first year is $38,739.50 due to cost of Axon starter. The following four years would be at the agreed upon rate ($37,620) concluding June 30, 2022. The total contract value would be $189,232.46. The FY 2017-I8 Woodburn City Budget includes $35,000 for this anticipated contract. 67 Attachment A APPENDIX A 68 Attachment A AXON 17800 N.85th St.,Scottsdale,Arizona 85255'480-991-0797*Fax 480-991-0791 *www.axon.com April 5, 2017 To: united States'Federal, state, local and municipal law enforcement agencies Re: Sole Source Letter for Axon Enterprise, Inc.'s Axon brand products and Evidence.com Data Management Solutions' A sole source justification exists because the following goods and services required to satisfy the agency's needs are only manufactured and available for purchase from Axon Enterprise, Axon Digital Evidence Solution Description Axon Flex 2 Video Camera(DVR) • Video playback on mobile devices in the field via Bluetooth pairing • Retina Low Light capability sensitive to less than 0.1 lux • Audio tones to alert user of usage • Low SD, high SD, low HD, and high HD resolution (customizable by theagency) • Up to 120-second buffering period to record footage before pressing record button • Multiple mounting options using magnetic attachment. head, collar, shoulder, helmet, ball cap,car dash, and Oakley sunglass mounts available • 120-degree diagonal field of view camera lens. 102-degree horizontal field of view, and 55-degree vertical field of view Axon Flex 2 Controller • 12+ hours of battery operation per shift(even in recording mode) • LED lights to show current battery level and operating mode • Haptic notification available • Tactical beveled button design for use in pocket • Compatible with Axon Signal technology Axon Body 2 Video Camera • Video playback on mobile devices in the field via Bluetooth pairing • Retina Low Eight capability sensitive to less than 1 lux • Audio tones and haptic (vibration) notification to alert user of usage • Audio mute during event option • Wi-Fi capability • High, medium, and low quality recording available(customizable by theagency) • Up to 2-minute buffering period to record footage before pressing record button • Multiple mounting options using holster attachment: shirt, vest, belt, and dash mounts available • 12+ hours of battery operation per shift(even in recording mode) • LED lights to show current battery level and operating mode • 143-degree iens • Includes Axon Signal technology Axon Fleet Camera • Fully integrated with Evidence.com services and Axon devices • Automatic time synchronization with other Axon Fleet and Axon on-officer cameras allows for multi- camera playback on Evidence.com. • Immediate upload to Evidence.com of critical event videos via 4G/LTE • Wireless alerts from the TASER CEW Signal Performance Power Magazine(SPPM). 69 Attachment A Axon is also the sole developer and offeror of the Evidence.com data management services. Evidence.com is both a division of Axon and a data management product solution offered by Axon. Evidence.com is not a separate corporate entity. 70 Attachment A • Automatic transition from BUFFERING to EVENT mode in an emergency vehicle equipped with the Axon Signal Unit Axon Signal Unit(ASU) • Communications device that can be installed in emergency vehicles. • With emergency vehicle light bar activation, or other activation triggers, the Axon Signal Unit sends a signal. Upon processing the signal, an Axon system equipped with Axon Signal technology transitions from the BUFFERING to EVENT mode. Axon Signal Performance Power Magazine(SPPM) • Battery pack for the TASER X2 and X26P conducted electrical weapons • Shifting the safety switch from the down (SAFE)to the up(ARMED) positions sends a signal from the SPPM. Upon processing the signal, an Axon system equipped with Axon Signal technology transitions from the BUFFERING to EVENT mode. Axon Signal technology only works with Axon cameras. Axon Interview Solution • High-definition cameras and microphones for interview rooms • Covert or overt camera installations • Touch-screen user interface • Motion-based activation • Up to 7-minute pre-and post-event buffering period • Full hardware and software integration • Upload to Evidence.com services • Interview room files can be managed under the same case umbrella as files from Axon on-officer cameras and Axon Fleet cameras; i.e., Axon video of an arrest and interview room video are managed as part of the same case in Evidence.com + Dual integration of on-officer camera and interview room camera with Evidence.com digitalevidence solution Axon Signal Technology • Sends a broadcast of status that compatible devices recognize when certain status changes are detected • Only compatible with TASER and Axon products Axon dock • Automated docking station uploads to Evidence.com services through Internet connection • No computer necessary for secure upload to Evidence.com • Charges and uploads simultaneously • The Axon Dock is tested and certified by TUV Rheinland to be in compliance with UL 60950-1:2007 R10,14 and CAN/CSA-C22.2 N0.60950-1-07+AI:2011+A2:2014 Information Technology Equipment safety standards. Evidence.com Data Management System • Software as a Service(SaaS)delivery model that allows agencies to manage and share digital evidence without local storage infrastructure or software needed • SaaS model reduces security and administration by local IT staff: no focal installation required • Automatic, timely security upgrades and enhancements deployed to application without the need for any local IT staff involvement • Securely share digital evidence with other agencies or prosecutors without creating copies or requiring the data to leave your agency's domain of control • Controlled access to evidence based on pre-defined roles and permissions and pre-defined individuals • Password authentication includes customizable security parameters: customizable password complexity, IP-based access restrictions, and multi-factor authentication support A' l 8' 2 '(f 71 Attachment A • Automated category-based evidence retention policies assists with efficient database management • Ability to recover deleted evidence within seven days of deletion • Stores and supports all major digital file types: ,mpeg, .doc, .pdf, .jpeg, etc. • Requires NO proprietary fileformats • Ability to upload files directlyfrom the computer to Evidence.com via an Internet browser • Data Security: Robust Transport Layer Security(TLS) implementation for data in transit and 256-bit AES encryption for data in storage • Security Testing: Independent security firms perform in-depth security and penetration testing • Reliability: Fault-and disaster-tolerant infrastructure in at least 4 redundant data centers in boththe East and West regions of the United States • Chain-of-Custody:Audit logs automatically track all system and user activity. These logs cannot be edited or deleted, even by account administrators and IT staff • Protection: With no on-site application, critical evidence stored in Evidence.com is protected from local malware that may penetrate agency infrastructure Stability: Axon Enterprise is a publicly traded company with stable finances and funding,reducing concerns of loss of application support or commercial viability • Application and data protected by a CJIS and ISO 27001 compliant information securityprogram • Dedicated information security department that protects Evidence.com and data with security monitoring, centralized event log analysis and correlation, advanced threat and intrusion protection, and incident response capabilities • Redact videos easily within the system, create tags, markers and clips,search 7 fields in addition to 5 category-based fields, create cases for multiple evidence files Evidence.com for Prosecutors • All the benefits of the standard Evidence.com services • Ability to share information during the discovery process • Standard licenses available for free to prosecutors working with agencies already using Evidence.com services • Unlimited storage for data collected by Axon cameras and Axon Capture Axon Capture Application • Free app for iOS and Android mobile devices • Allows users to capture videos, audio recordings, and photos and upload these files totheir Evidence.com account from the field • Allows adding metadata to these files, such as: Category, Title, Case ID, and GPS data Axon Convert Application (Formerly Amped DVRConv) • Video file format converter. • Allows users to convert unplayable video file formats (e.g., proprietary CCTV) into playablefile formats that can later be exported to Evidence.com • Maintains original video file, produces an output file, and generates a report documenting the conversion process. Axon Detect(Formerly Amped Authenticate) • Photo analysis software for forensic image authentication and tamperidentification • Several tools are available to determine whether an image can be trusted and thus accepted as evidence and verify if a photo has been taken from a specific device Axon Five(Formerly Amped FIVE) • Image and video enhancement software. • Users can analyze crime scene photos, enhance surveillance and bodyworn video with aworkflow compatible with forensic needs and constraints • Meets evidence code in all 50 states as well as US Federal and Canada Axon View Application o P��,. xtb ��_ L.. tf,,r ra�; 72 Attachment A • Free app for JOS and Android mobile devices • Allows user to view the camera feed from a paired Axon Body,Axon Body 2, Axon Flex, or Axon Flex 2 camera in real-time + Allows for playback of videos stored on a paired Axon Body,Axon Body 2, Axon Flex, or Axon Flex2 system Allows adding meta-data to videos, such as: Category, Title, Case ID, and GPS data Axon Professional Services • Dedicated implementation team • Project management and deployment best practices aid • Training and train-the-trainer sessions • Integration services with other systems Axon Customer Support • Online and email-based support available 24/7 • Human phone-based support available Monday—Friday 7:00 AM-5:00 PM MST; support is located in Scottsdale,AZ, USA • Library of webinars available 24/7 • Remote-location troubleshooting AXON Axon Brand Model Numbers 1. Axon Flex 2 Cameras: • Axon Flex 2 Camera (online) Model: 11528 • Axon Flex 2 Camera (offline) Model: 11529 2. Axon Flex 2 Controller Model:11532 3. Axon Flex 2 USB Sync Cable Model: 11534 4. Axon Flex 2 Coiled Cable, Straight to Right Angle, 48" (1.2 m) 5. Axon Flex 2 Camera Mounts: • Oakley Flak Jacket Kit Model: 11544 • Collar Mount Model: 11545 • Oakley Clip Model: 11554 • Epaulette Mount Model: 11546 • Ballcap Mount Model: 11547 • Ballistic Vest Mount Model: 11555 6. Universal Helmet Mount Model:11548 7, Axon Body 2 Camera Model:74001 8. Axon Flex 2 Controller and Axon Body 2 Camera Mounts: • Z-Bracket, Men's, Axon RapidLock Model:74018 • Z-Bracket,Women's Axon RapidLock Model:74019 • Magnet, Flexible,Axon RapidLock Model:74020 • Magnet, Outerwear,Axon RapidLock Model:74021 • Small Pocket, 4" (10.1 cm), Axon RapidLock Model:74022 • Large Pocket, 6" (15.2 cm), Axon RapidLock Model:74023 73 Attachment A • MOLLE Mount, Single, Axon RapidLock Model: 11507 • MOLLE Mount, Double, Axon RapidLock Model: 11508 • Belt Clip Mount, Axon RapidLock Model: 11509 9, Axon Fleet Camera Model:74001 10, Axon Signal Unit Model:70112 11. Axon Dock Models: • Axon Dock—Individual Bay and Core for Axon Flex 2 + Axon Dock—6-Bay and Core for Axon Flex 2 Individual Bay for Axon Flex 2 Model: 11538 + Core (compatible with all Individual Bays and 6-Bays) Model:70027 • Wall Mount Bracket Assembly for Axon Dock:70033 • Axon Dock —Individual Bay and Core for Axon Body 2 and Axon Fleet Model 74009 • Axon Dock —6-Bay and Core for Axon Body 2 and Axon Fleet Model 74008 • Individual Bay for Axon Body 2 and Axon Fleet Model:74011 12. Axon Signal Performance Power Magazine(SPPM) Model:70116 Axon Product Packages 1. Officer Safety Plan: includes a CEW, Axon camera and Dock upgrade, and Evidence.com licenseand storage. See your Sales Representative for further details and Model numbers. 2. TASER Assurance Plan (TAP): Hardware extended coverage, Spare Products (for Axon cameras), and Upgrade Models,for the Axon Flex camera and controller,Axon Body camera, and Axon Dock. (The TAP is available only through Axon Enterprise,Inc.) SOLEAUTHORIZt=D DISTRfBUTORF.OR SOLS AUTHORIZED REPAIR FACILITY FOR . AXON BRAND PRODUCTS AXON 8Ri4NE3 PRODUCTS Axon Enterprise, Inc, Axon Enterprise, Inc. 17800 N.8e Street,Scottsdale,AZ 85255 17800 N.85th Street,Scottsdale,AZ 85255 Phone:480-905-2000 or 800-978-2737 Phone:480-905.2000 or 800-978.2737 Fax:480-991-0791 Fax:480-991-0791 Please contact your local Axon sales representative or call us at 1-800-978-2737 with any questions. Sincerely, Josh isner Executive Vice President, North American Sales Axon Enterprise, Inc. Android is a trademark of Google, Inc.,Bluetooth is a trademark of the Bluetooth SIG,Flak Jacket is a trademark of Oakley,Inc,ipod Touch is a trademark of Apple Inc, IOS is a trademark of Cisco,LTE is a trademark of the European Telecommunications Standards Institute,Shoei is a trademark of Shoe!Co.,Ltd„VELCRO is a trademark of Velcro Industries,B.V„and Wi-Fi is a trademark of the Wi-R Alliance. 4 ° AXON,Axon,Axon Body,Axon Body 2,Axon Capture,Axon[Jock,Axon Fleet,Axon Flex,Axon Flex 2,Axon Interview,Axon RapidLock,Axon Signal,Axon View,Evidence.com,X2,X2613,and TASER are trademarks of Axon Enterprise,inc.,some of which are registered in the US and other countries.For more information,vfsitwww.axon.com/IegaI,All rights reserved.©2017 Axon Enterprise,Inc. : 74