The Garden Grove Police Department has utilized IVS for more than fifteen (15) years and is currently on the third generation of equipment.  The current system is at end-of-life and a new IVS system was approved in the budgets for Fiscal Years 2017-2018 and 2018-2019.  The Police Department staff recognized the growing industry use of BWCs and believed that the Department in the future would eventually deploy BWCs as a component of the IVS system.  Initial research on a feasible solution revealed that existing technology offered a BWC that was large and bulky.  New technology was in development of a much smaller high video quality camera. In the Request for Proposal (RFP), competing vendors were required to include pricing for BWCs as an option.

RFP No. S-1223 was advertised on August 16th, 2017, and re-advertised on August 23rd, 2017.  The proposal document was posted on the City’s website on August 16th via the Planet Bids on-line bidding system. A mandatory pre-proposal meeting was held on August 30th, 2017, with seven (7) companies in attendance. Five (5) addenda were issued to answer questions from the proposers.  Three (3) proposals were received and opened on September 18th, 2017.  The competitive range was set at 391, which kept two proposers in the RFP process for further consideration.  Best and Final Offers were requested from the two proposers in the competitive range. The Source Selection Committee (SSC) review scores were completed on December 7th, 2017. The analysis below indicates the final SSC scores:

The pricing component of the proposals was based on a total project cost of the system and was calculated based off of pricing provided within the proposals for the IVS/BWC combination system as well as internal costs involving hardware, software and licensing costs.  The contract amount increase of $110,599.48 was due to an upgrade to the IVS camera that will allow a panoramic perspective as well as the capture of GPS data.  The GPS data collected will enhance the search capabilities when determining if video data exists on a particular event.  Police Management and the Garden Grove Police Association (GGPA) Board met and agreed that the IVS/BWC combination system was the best option solution providing there was available funding.

Project costs will be spread over two budget years.  The Police Department has budgeted $180,000 from the Supplemental Law Enforcement Service Fund (SLESF) for FY 2017-18, and the remaining first year balance of $158,000 will need to be appropriated, utilizing $100,000 from the Risk Management Fund (Fund 789) and $58,000 of additional SLESF funding.  For FY 2018-19, $180,000 is budgeted from the General Fund with the remaining second-year balance of $158,000 funded with SLESF.  This funding structure will have no further impact to the General Fund other than what has already been approved in the FY 2018-19 budget.

It is recommended that the City Council:

• Award a contract to WatchGuard, Inc., the highest scoring proposer, in the amount of $676,233.43;

• Appropriate $100,000 from the Risk Management Fund (Fund 789), $58,000 from the SLESF Fund (Fund 226) to the Fiscal Year 2017-18 Budget and $158,000 from the SLESF Fund (Fund 226) to the Fiscal Year 2018-19 Budget;

•  Approve the cost of not more than 10 percent of the contract amount for unforeseen expenses during the project management and implementation stages of the project with the approval of the City Manager or his designee; and

•  Authorize the City Manager or his designee to execute the agreement.

By:  Travis Whitman, Captain