HomeMy WebLinkAboutC-3047 - Purchase Agreement (Police Digital Mobile Video Systems)G304 -T
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City of Newport Beach
PURCHASE AGREEMENT
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THIS AGREEMENT between the City of Newport Beach ( "City") and Kustom
Signals, Inc., a Kansas corporation, ( "Company ") is dated Jno I- Up for purposes of
identification and is made with reference to the following:
A. City had decided to replace outdated and obsolete mobile video systems
in its police patrol vehicles with new digital mobile video systems capable
of recording contacts between officers and members of the public.
B. On May 6, 2004 City issued a Request for Proposals ( "RFP" — Exhibit A)
which describes, in detail, the functions the police mobile video system is
intended to perform, the operational capability necessary to perform those
functions, and other requirements that the system must satisfy to qualify
for purchase by the City.
C. Company submitted a response to this RFP (Response — Exhibit B). City
has reviewed Company's response. City has determined the equipment
described in Company's response meets or exceeds the minimum
requirements established in the RFP, and City has concluded if is the
equipment best suited to meet the needs of the Police Department.
D. This Agreement specifies the terms and conditions of City's purchase of
the equipment from Company.
NOW THEREFORE the parties agree as follows:
Sale of Equipment:
A. Basic System: Company agrees to sell and City agrees to purchase thirty -
one (31) police digital mobile video systems consisting of the following:
Digital Audio/Video DVD -RAM Recorder, Environmentally Controlled
Maximum Security Stainless Steel Vault, Integrated Overhead Console
with Control Head and Monitor, Sony Color Camera with 40:1 Digital
Zoom, Two Sure Talk Automatic Audio Transmitters, Two Sure Talk
Transmitter Docking Stations, Rear Black and White Camera in Console,
In -Car Microphone.
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B. Specific Equipment: The equipment, including manufacturer, description,
and specifications, that comprise each Basic System shall be as specified
in the Response as Exhibit B which is incorporated by reference.
2. Contract Price:
A. Price of Contract: City shall pay Company $209,467.00 for thirty -one (31)
Mobile Video Systems as described in Paragraph 1. City shall pay
Company $5,320 for twenty (20) additional Sure Talk Automatic Audio
Transmitters and $6,150 for eighty -two (82) Sure Talk AC Chargers.
B. Terms of Payment: City shall pay the total price of $220,937 for
equipment as noted in Paragraph 2A within thirty (30) days after
installation of all systems in police patrol vehicles or sixty (60) days after
delivery of the last system, whichever occurs first. Confirmation of
performance or notification on nonperformance shall take place within
seven (7) days after installation of each Basic System in City's patrol
vehicle. At the time the City pays the full price as noted above to
Company, City shall direct pay applicable state salesluse tax to the State
of California.
C. Form of Payment: Payment shall be made by warrant drawn by City and
payable to Company.
3. Spare Parts: Company shall provide City with the following spare parts:
Part
Cost
1 Camera Cable
$26.20
1 Cable Control Head to Vault
$75.00
1 Power Cable
$65.00
1 DEYE Overhead Console
$1,026.59
1 Camera
$1,510.00
1 Vault Assembly
$4,306.05
1 DEYE RMV Tray
$913.10
1 Sure Talk Base Station
$230.00
1 Sure Talk Cable
$69.85
1 Transmitter Sure Talk
$370.00
1 Microphone Sure Talk
$44.00
1 Charging Station Sure Talk
$90.00
1 Black and White Rear Camera
$58.44
1 Hitachi Board
$1,010.00
1 DVD -RAM Drive
$841.23
City shall maintain custody of the spare parts, and bear any.risk of loss or
damage, during warranty period specified in Section 6A. City shall have the
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Page 3 of 5
option, at the end of the warranty period described in Section 6A or at the end of
the extended warranty period if so exercised by the City, to purchase some or all
of the spare parts at the prices specified above. In the event City elects not to
purchase some or all of the spare parts, City shall ship the spare parts not
purchased to Kustom Signals, Inc., 1010 West Chestnut, Chanute, Kansas
66720 -0947, Attention: Customer Service.
4. Delivery /Risk of Loss: Company shall deliver all Basic Systems to City within
sixty (60) days after the date of this Agreement. Company shall bear risk of loss
relative to each Basic System until the Basic System is delivered to City. City
shall assume risk of loss and damage to each Basic System subsequent to
delivery to City.
5. Installation: City will contract directly with Computer Deductions, Inc. for
installation of the Basic Systems in its police units on a separate Purchase
Order.
6. Training: Company shall provide training in the installation, maintenance, and
operation of the Basic System as follows:
A. Company shall conduct four (4) operator (police officer) training sessions
consisting of four (4) hours each. These training sessions shall
commence no later than thirty (30) days after installation of the first Basic
System and the parties shall agree on the specific dates and times for
each training session. The training sessions shall be scheduled at a date
and time such that all potential operators are able to attend at least one
(1) session while on duty.
B. Company shall provide Basic technical training in the installation and
maintenance of the Basic System such that City technical personnel are
capable of identifying equipment malfunctions, making minor repairs, or.
installing spare parts.
C. The training described in Subsections A and B shall be provided at no
charge to City. Company shall provide additional training when requested
by City upon reasonable notice and at the rate of $500 per day unless the
parties orally agree to different terms and confirm those terms in writing.
D. Company shall provide City with complete technical service manuals for
all components of the Basic System at no charge.
Warranties:
A. General Warranty: Company fully warranties each Basic System, and all
components, to be free of all defects and suitable for the purposes
specified in the RFP (Exhibit A). Company acknowledges that City is
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Page 4 of 5
relying upon this full and express warranty as a material part of the
consideration for the contract price. City and Company acknowledge that
the provisions of Subsections B and C supplement the express warranty
given by Company pursuant to this Subsection.
B. Initial /Extended Warranties: Company shall provide the special warranty
specified in Subsection C without charge for a period of one (1) year. This
initial one (1) year warranty for all systems shall commence on the date
the last system is installed, or thirty (30) days after the last system is
received by the City, whichever occurs first. City shall have the option to
purchase an Extended Warranty at any time during the initial one -year
warranty period noted above. To exercise this option, City shall agree to
pay Company $21,390.00 ($690.00 per Basic Unit) to extend the initial
one (1) year warranty for an additional two years or $84,320.00 ($2,720.00
per Basic Unit) for an additional four years.
C. Nature of Warranty: In consideration of the contract price and payment of
the sum specified in Subsection B, Company shall, at its sole cost and
expense, repair any defect or malfunction in any Basic System or
component thereof, and/or replace any component of any Basic System
which is defective or malfunctioning. The repair or replacement shall
occur within twenty -four (24) hours, after written or oral request for
service by City. Company shall employ, or make available to City
pursuant to contract, repair personnel located in Orange or Los Angeles
County who are qualified to perform these services. Company's obligation
to repair or replace parts or systems within twenty-four (24) hours shall be
extended by the time necessary to ship replacement parts or repair
material from Company facilities closest to City.
D. The warranties specified in this Section are in addition to any
manufacturer warranty on the individual components of the Basic System.
8. Licenses: Company represents that it has secured all necessary licenses,
consents or approvals to use the components to the Basic System and to sell the
Basic System under its name. Company shall defend, indemnify and hold City
harmless of any loss, claim or liability in any way related to a claim that City is
violating federal, state or local laws, or any contractual provision, relating to trade
names, licenses, franchises, patents or other means of protecting interests in
products or inventions.
9. Specific Performance: The goods and services provided by Company pursuant
to this Agreement are unique and, in the event of a breach of this Agreement by
Company, the damages sustained by City would be difficult or impossible to
ascertain. Accordingly, in addition to any other remedy permitted by law, and in
the event of a breach of this Agreement by Company, City shall have the right to
Purchase Agreement — Kustom Signals
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apply to the Orange County Superior Court for an order directing Company to
specifically perform this Agreement.
10. Assignment: Neither party shall have the right to assign any of the benefits or
obligation of this Agreement without the prior written consent of the other.
Neither party shall unreasonably withhold its consent to assignment.
11. Indemnification: City and Company agree to defend, indemnify and hold one
another harmless with respect to any action, claim, lawsuit or proceeding arising
out of, or in any way related, to the negligent, fraudulent or willful misconduct of
their respective officers, employees, agents, and representatives.
12. Integration: This Agreement is the entire contract and exclusively determines the
rights and obligations of the parties. With the exception of the RFP (Exhibit A)
and the response (Exhibit B) to the RFP, no course of prior dealings between the
parties shall be relevant to supplement or explain any term or condition of this
Agreement.
13. Applicable Law: This contract shall be governed by the laws of the State of
California as effective and in force on the date of this Agreement.
APPROVED AS TO FORM:
By:
i
City ttorney
for the City of Newport Beach
ATTEST:
EaVonne Harkless,
City Clerk
Attachments:
CITY OF NEWPORT BEACH,
A Municipal Corporation
By: Z T �.���__
Homer Blud u, City Manager
for the City of Newport Beach
� KUSTOM SIGNALS, INC:
NIA � <'
'J By:
William Fagan, Jr.
Executive Vice President
1. Exhibit A — Request for Proposals
2. Exhibit B — Kustom Signals, Inc. Response
•
. "EE MIBIT A"
Newport Beach Police Department
Bob McDonell ChiefofPolice 870 Saata Barbara Drive -P.O. Box 7000 • Newport Beach, CA 92658 -7000
May 6, 2004
Kustom Signals, Inc.
Attn: Donna
9325 Pflumm
Lenexa, KS 66215
SUBJECT: MOBILE DIGITAL AUDIOIVIDEO SYSTEM REQUEST FOR
PROPOSAL
It is our understanding that your company may be interested in responding to our
Request for Proposal (RFP) for a mobile digital audio /video system for the City of
Newport Beach Police Department.
Attached you will find a comprehensive RFP describing our requirements for a
complete system to meet our anticipated needs. We encourage your
participation in this process and look forward to reviewing your response.
Please carefully follow the instructions in the document and note the date
required for submission of proposals. Make sure that in addition to responding
to the RFP, you provide a response to the RFP "PRICE FORM" which is
attached to this letter.
If you have any questions, please contact Lieutenant John Desmond at the
address and/or phone number listed in the document.
Sincerely,
Bob McDonell,
Chief of Police
Paul Henisey, Captain
Support Services Division Commander
Office of the Chief (949) 644 -3701. Support Services (949) 644 -3654 • Patrol- 7Yaffic (949) 6443742 - Detectives (949) 644 -3790
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CITY OF GARDEN GROVE, CALIFORNIA
`p POLICE DEPARTMENT
11301 ACACIA PARKWAY, P.O. BOX 3070, GARDEN GROVE, CALIFORNIA 92842
JOEPOUSAR
A NATIONALLY CHIEF OF POLICE
ACCREDITEb LAw
ENFORCEMENT
AGENCY
April 19, 2004
Re: Request for Proposal to Purchase Digital Mobile Video Systems
To whom it may concern,
It is the intent of the Garden Grove Police Department to participate in a Request
for Proposal (RFP) to purchase digital Mobile Video Systems (MVS) in
conjunction with the Newport Beach Police Department. We have reviewed and
concur with the specifications in the document. It is the intention of all the Police
Departments participating in this RFP to simplify the procurement process and
reduce the time, effort and work on the part of the prospective bidders.
The Garden Grove Police Department is considering the purchase of 48 MVS
units based upon the results of this process. While it is our desire to participate
in the RFP, it is important to understand we remain under no obligation to
purchase any MVS equipment resulting from this RFP. We intend to evaluate
the results of the RFP and make an independent judgment as to whether or not
the responsible bidders meet or exceed our particular requirements.
A N /' 44
Scott M. Jo an
DEPUTY CHIEF
COURAGE • COURTESY • COMMITMENT
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REQUEST FOR PROPOSAL
MOBILE VIDEO RECORDING SYSTEM
I. INTRODUCTION:
The City of Newport Beach Police Department is interested in receiving proposals from
qualified Bidders to provide a minimum of thirty -one (31) mobile video systems capable
of digitally capturing and recording audio and video of police related activities initiated
from marked police vehicles. The proposed systems shall contain the below listed
minimum features. The proposal shall include a plan, timeline and costs for installation
of the equipment; for training department personnel in the operation of the equipment;
for manufacturers warranty information; for extending the warranty up to 36 months
from the date of purchase; for making repairs of equipment in and out of warranty; and
a complete description of equipment to be used including brand, model, and type.
This written Request for Proposal (RFP) states the scope of the City s requirements and
specifies the general rules for preparing the proposal.
A. VENDOR INQUIRIES
The designated Police Department project manager is Lieutenant John Desmond.
Questions or comments concerning this RFP should be directed to:
Lieutenant John Desmond
Newport Beach Police Department
870 Santa Barbara Drive
P.O. Box 7000
Newport Beach, CA 922658 -7000
Telephone Number: 949 -644 -3660
E -Mail: jdesmond @nbpd.org
B, SUBMISSION OF PROPOSALS
Please submit an original and (1) copy of the proposal. Completed proposals
should be sealed and clearly marked "City of Newport Beach Police Mobile Video
Systems Proposal " and must be submitted no later than 4:00 P.M. on Friday,
May 28, 2004 to:
City Clerk
City of Newport Beach
3300 Newport Boulevard
Newport Beach, California 926663 -3884
City of Newport Beacl
Mobile Video System
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Proposals received after the above date and time will be considered non - responsive
and will not be accepted. Any late proposals will be returned unopened to the
bidder. Evaluation of the proposals is expected to be completed within 30 days after
their receipt. However, prices quoted in the proposals shall remain fixed and
binding upon the bidders for not less than 180 days.
C. NOTIFICATION OF WITHDRAWAL OF PROPOSAL
Proposals maybe modified_ or.withdrawn prior- to the date and time specified for
proposal submission by an authorized representative of the bidder or by formal
written notice. Proposals submitted will become the property of the City of Newport
Beach after the proposal submission deadline.
D. RIGHT TO REJECT PROPOSALS
The City reserves the right to waive, at its discretion, any irregularity or informality
which the City deems correctable or otherwise not warranting rejection of the RFP.
The City reserves the right to reject any and all proposals and to accept any
proposal or portion thereof. No obligation, either expressed or implied, exists on the
part of the City of Newport Beach to make an award or to pay any costs incurred in
the preparation or submission of a proposal. All costs associated with the
preparation or submission or proposals covered by this RFP are solely the
responsibility of the Bidders.
E. EVALUATION
The City of Newport Beach reserves the right to negotiate with any Bidder as
necessary to serve the best interests of the City of Newport Beach and negotiate the
final Contract with the most responsible and responsive Bidder.
PROCESS:
The process for evaluation and rating of the proposals received in
response to this RFP will consist of three phases:
a. The first phase will be a basic preliminary review of all of the
responses of the bidder's proposal to ensure that requirements
of the RFP are met.
b. The second phase, for the bidders who have satisfactorily
completed and fulfilled the requirements of the first phase, will
consider the technical merits of the bidder's proposal.
c. The third phase, for the bidders who have satisfactorily
completed and fulfilled the requirements of the first and second
phases; will be a business analysis which includes a review of
City of Newport Beaca
Mobile Video System RFP
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the exceptions, costs, and the terms and conditions in the
vendor's proposal.
2. CRITERIA:
The bidder's proposal will be evaluated on the basis of the response to all
requirements in this RFP. The City shall use some or all of the following
criteria in its evaluations:
a... Understanding of Statement of Work
1). Responsiveness to, and a demonstrated
understanding of the RFP and the statement of
work.
2).
b. Technical Merits
1).
2).
3).
4).
5).
3. BUSINESS ANALYSIS:
Quality of the proposal in accordance with its
requirements.
System design, overall integration, and
construction of system components.
System components selected by the bidder.
Technical specifications and quality of system
components.
Responsiveness to specialized services.
Bidder's experience.
a. Cost competitiveness
b. References
The criteria for the evaluation of proposals are in random sequence and are not to
be considered in any rank or order of importance.
F. EXCEPTIONS TO THE RFP
Bidders are encouraged to be responsive to the objectives stated in this RFP. If,
however, a Bidder feels that it can offer substantial cost/benefit and /or performance
advantages, the City of Newport Beach will consider and may accept alternate
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proposals. Alternative proposals must specify how they deviate from the
requirements and describe cost reduction or other benefits to be achieved.
G. REFERENCES
Bidders are required to provide the total number of sites that are currently using the
proposed services and equipment, and at least three (3) references from those
sites. Information on the references must include whether the site is using the same
make and model (and /or generation) of equipment being recommended in response
to this proposal. The reference list should include the Name, Address, Contact,
Title, E- ail Address, and Phone Number.-
It. SCOPE
These specifications cover a digital audio /video system designed to provide court
admissible recording of various patrol duties and activities of police personnel, including
but not limited to pursuits, traffic stops, public contacts, D.U.I. stops, and related patrol
activity.
III. SYSTEM DESCRIPTION
The digital mobile video system shall consist of a mounted miniature camera, digital
video recorder mounted in a protective case, control center, optional compact monitor
and wireless microphones to provide audio and video recording of all traffic stops
and/or patrol activity.
• The miniature camera shall be color CCD type and shall be capable of operating in
extreme weather conditions. It's small size shall not obstruct the driver's field of
view.
The high security, environmentally controlled video digital recorder mounted in a
protective case or master unit shall be self- contained, sealing out dust and humidity.
The master unit shall be located in the vehicle trunk in such a manner as to protect
the integrity of the digital recordings. The master unit shall use appropriate
equipment to control the vault's internal temperature.
• The system shall use an integrated operating system located in the main electronic
system and /or in the control center.
• Video authentication is required and shall be provided by embedding a time stamp
in the digital recording. This time stamp shall be recorded in a proprietary format
that cannot be duplicated and to ensure that any attempts to alter the video are
detected. Proprietary software designed to detect and reveal alterations to the video
files shall be supplied.
City of Newport Beacle • Page 5
Mobile Video System RFP
• The control center shall provide the operator the ability to review recorded segments
and shall protect recordings to insure they are not recorded over. The control center
shall be mounted within easy reach of the driver's seat and the control devices
clearly marked and easy to use.
• The wireless microphones should allow audio recording of events inside and outside
the vehicle.
• The wireless microphone transmitters shall incorporate a tone encoded signal to
minimize external interference to the receiver unit.
All cable and hardware required for installation shall be supplied.
• The video system and wireless transmitters shall conform to the minimum standards
of the Federal Communications Commission (FCC) rules and regulations.
• The video system recorded video images shall be immune to RF transmissions and
should cause only minimum interference to police equipment.
A. MINIMUM FEATURES
The system must provide active record -over protection.
2. The Record function must be activated by pushing the manual record
button on the system controller, activating emergency lights and/or siren,
or remotely from the wireless transmitter. If activated from the system
controller or by activation of emergency lights and siren, the system must
automatically activate the wireless transmitter.
3. The remote record feature shall be programmable and a method must be
supplied for the user to deactivate at the system controller.
4. The recorded video images must be free of any RF transmission
interference or vehicle generated interference.
5. When the system has been powered up and it is operating in the ready
standby mode, the recording function shall initiate immediately when the
Record button is activated and shall provide a pre -event recording buffer
of a minimum of 30 seconds, and up to 3 minutes.
6. Two wireless microphone transmitters shall be supplied with each system.
A color monitor is not required as part of this RFP as the Newport Beach
Police Department has the ability to direct the audio and video feed to the
vehicle's laptop computer. However, it should be included as an option or
as part of the MVS package and included in the RFP response.
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B. COMPACT HIGH SENSITIVITY COLOR CCD CAMERA
The 1/4" format solid state color CCD camera shall not be subject to bum
in, introduction of geometric distortion, not be affected by magnetic fields
and shall be highly resistant to damage from vibration and shock. The
camera shall be resistant to nighttime blooming and smearing from light
sources.
2. The camera shall operate on 12v DC and should offer a minimum of 470
lines of horizontal resolution. The camera shall also offer low light
capability.with a minimum illumination of 1 tux.
The camera shall contain a lens with at least a minimum of 10X optical
zoom lens and 4X digital zoom for a total zoom ratio of 40:1. The camera
shall provide a horizontal field of view of at least 17 feet at a distance of
20 feet from the camera.
4. The auto iris lens shall automatically adjust for varying light levels from
day to night.
5. The camera shall include auto and manual focus capabilities, backlight
compensation and a S/N ratio of better than 50db.
6. The camera shall contain the video system's external record /microphone
indicator. This indicator shall consist of an LED located on the front of the
camera's housing to indicate to the operator outside the vehicle that the
system is recording.
The camera should be mounted on a heavy -duty controlled step -pivot
mount. The camera mount should have a mounting bracket allowing the
camera to be mounted to the headliner above the windshield. The
camera mount should have the ability to easily rotate 360 degrees without
having to adjust any knobs or connections.
8. The mount shall allow the camera and lens to swing away on impact by a
passenger in case of an accident.
9. The camera shall minimize any protruding connectors, which could cause
physical injury to someone in the event of an accident.
C. VIDEO RECORDING
The digital video system shall record to a 4.7 Gigabyte DVD -RAM drive.
The drive shall be housed in an environmentally controlled enclosure
secured in the interior of the trunk.
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2. The digital recorder should have an operating temperature range of 35
degrees F to 115 degrees F. Within the enclosure the recorder should be
able to operate within a temperature range from -20 degrees F to 150
degrees F.
3. The recorder shall provide a positive feedback loop to indicate the
recorder's operational condition to the user.
4. The system shall utilize MPEG1 compression to allow recordings from the
system to be played on any PC with Windows Media Player. No
conversion from the compression scheme used for the original recording
shall be required or allowed to play segments on Media Player.
5. Video shall be recorded at 30 frames per second and each frame shall
contain a minimum of 352H x 240 V pixels.
6. The system shall offer three user selectable recording resolutions
achieving the following record times on a 4.7 GB DVD -RAM disk:
• High resolution mode — 5 hours 20 minutes
• Normal resolution mode — 7 hours 30 minutes
• Low resolution mode — 9 hours 20 minutes
7. The system shall include a buffer memory for pre -event recording. The
buffer shall be programmable through the set -up menu of the system to
capture from at least 30 seconds up to 3 minutes of video prior to the
recorder being activated.
8. The digital recorder shall record two audio tracks simultaneously with the
video signal.
D. MASTER UNIT PROTECTIVE CASE
1. The digital recorder shall be mounted in an environmentally controlled
protective case. The protective case shall be tamper resistant, fire
resistant, bullet resistant and impervious to corrosion.
2. The digital recorder mounted in a protective case shall have the capability
to be secured horizontally or vertically. The recorder mounted in a
protective case should contain a keyed -alike lock to prevent unauthorized
access. (One key will open all cases.)
3. Depending on the temperature inside the video tape recorder mounted in
a protective case, the heating and cooling equipment should automatically
switch to the appropriate heating or cooling mode to maintain proper
temperature of the video tape recorder mounted in a protective case.
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4. The heating and cooling unit shall be self - contained and require no
openings to the passenger compartment.
5. When mounted in the protective case, the recorder shall be capable of
operating in temperatures ranging from —20 degrees F to 150 degrees F.
6. The digital recorder shall be protected from shock and vibration in all three
axes.
7. The video system shall draw no more than 12 amps @ 12 VDC with both
_.._ recorder and environmental system operating. In normal• operation the
system shall draw about 2 amps.
8. The electronics of the controller should be filtered with built in power
supplies within the video tape recorder mounted in a protective case to
eliminate possible electrical noise caused by the vehicle's ignition and
charging system.
9. The environmental control system shall be activated when the vehicle's
ignition switch is turned ON. The system's power switch shall not have to
be turned ON for the environmental system to operate.
10. The mounting of the protective case and the digital recorder shalt be fitted
in such a manner as to prevent water spray, road debris, dust or dirt from
entering the protective case and the trunk.
11. The protective case shall house the system's microprocessors, provide for
the interconnection of the components, and perform any necessary power
filtering for components requiring lower voltages.
12. The protective case shall provide a provision for connecting to the
emergency lights, siren and brakes. This will allow the emergency lights
or siren to start the recorder and will indicate their use (as well as brake
use) on the video recording.
13. The system shall have available . as an option a Crash Record Activation
feature that activates the recorder automatically when involved in a
collision. This activation shall include capturing the 1ookback" buffer
memory to video- record the collision should it be in view of the active
camera. This option shall include two accelerometers mounted
perpendicular to each other to detect impacts from all four sides of the
vehicle.
14. For future upgradability the protective case shall be capable of indicating
the use of an additional 12 volt device without requiring any hardware
modifications. System software upgrades shall be the only change
required to indicate the use of the additional 12 volt device.
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Mobile Video System P
15. Use of the wireless microphone shall be indicated on the media.
16. The protective case shall provide an audio /video out connector to allow
the video system's picture and sound to be sent to another device such as
a laptop computer.
17. The protective case shall include a serial port on the front of the case.
Software updates shall be available from the system manufacturer via
email. Software updates shall be capable of being downloaded to the in-
car video system through the serial port of an agency supplied laptop
computer- A shall be unacceptable to physically- change software IC's to
update software in the field.
18. The system shall comply with vehicle ignition standards of 13.6 VDC plus
or minus 20 %.
19. The system shall include the necessary filters and equipment to protect
against RFI. The system's power ground shall be isolated from the
vehicle's chassis for maximum protection against RFI.
20. All functions for each module shall be derived from internally regulated
power supplies to minimize any potential of ignition and alternator noise
caused by long inter -unit powedine connections.
21. The protective case shall include a 15 amp "fast -blo" fuse to prevent over -
voltage conditions from damaging the system's components.
22. All cables should have plug in connectors that secure to prevent
accidental disconnections. All power leads should be appropriately fused.
E. CONTROL PANEL AND CONTROL INTERFACE
1. All system controls shall be packaged in an overhead mounted integrated
controller.
2. The control panel shall not require any holes or cuts to be made in the
vehicle's headliner.
3. The control panel shall be designed so that controls for Power, Record,
Stop, and Auto Zoom are the most prominent buttons on the Control
Center.
4. A single cable shall connect the protective case to the control panel. The
control panel shall provide the signal distribution to the monitor, camera
and any other applicable or optional devices.
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5. All controls shall be identified with back - lighted legends for night
operations.
6. LED displays in the control panel shall indicate the following:
Record
Stop
Auto Zoom
Wireless Mic Reception
Wireless Mic Record Activation Status
Auto Focus Status
Low Voltage
In -car Mic Status
The system shall allow a second camera to be added without requiring
hardware or software changes. The presence or absence of a second
camera shall automatically be detected by the system. The control panel
shall include a switch that is used when the system is equipped with two
cameras. This switch shall have no effect when the system is equipped
with one camera. This shall ensure video from the single camera will be
seen, regardless of the camera switch's position.
8. Control panel features shall include:
a. Power ON /OFF
b. Record START /STOP
G. Video Review: Play, Previous File, Next File, Pause, Rewind, Fast
Forward
d. On- Screen Rewind and Fast Forward (Search)
e. Zoom Wide/Telephoto
f. Programmable Auto Zoom. Pressing one button shall
automatically zoom the motorized zoom lens to the agency's
preferred magnification, pause to perform a momentary auto focus,
then lock the focus and return to the agency's preferred wide -angle
position. These lens positions shall be field programmable by non-
technical personnel through the system's set -up menu.
g. Digital Auto Zoom. The control panel shall allow the operator to
select whether the camera's digital zoom is used during auto zoom.
h. Focus Auto /Manual
i. Backlight Comperisation
j. In -Car Mic Switch
k. No Media in Recorder Indicator
I. Time Left on Media LED Display. System shall include a prominent
LED Time -Left display to provide safe, convenient system status to
the operator. LED displays shall be a minimum of 0.3" high to
assist in immediate character recognition. LED intensity shall be
matched across all digits.
M. Media Full Warning — System shall provide audible and visible
warning as the recorded video reaches the media's capacity. The
Time Left LED's shall begin to flash when 10 minutes of capacity
City of Newport Beacts
Mobile Video System
. Page 11
remain, flash faster when 5 minutes remain. When media is fully
used, the time left display shall read "End ".
n. Rechargeable Battery Backup — Stores time, date, characters, and
minutes left on media when system is OFF. Back -up battery shall
be charging whenever the system is on.
o. The control panel shall require positive feedback from the recorder
before indicating that a command has been activated. This feature
shall ensure that the control panel LED indicator will not falsely
indicate that the system is recording.
P. Record -Over Protection — The system shall automatically find a
. _ blank space on the,.media if the operator presses the Record
button during /after playback or rewind. The Record LED shall blink
as the blank space is found. Once the system has confirmed it can
and has started to record, the Record LED shall switch to a steady
display.
q. Microphone Indicator — LED
r. Low Voltage Indicator — LED
S. Remote ON /OFF — Officer shall have the ability to start recording
by turning on the remote microphone
t. Photocell — Automatically adjusts control panel LED intensity.
9. The control panel shall include a Set -Up menu that shall include the
following features /options:
a. User Friendly Access — Pressing any switch on the monitor shall
access the main menu. Menu access and entry shall not require a Y"
separate programmer or external device.
b. Limiting Menu Access — A method shall be available to limit access
to the menu. If this method is selected, a key shall be required to
gain access to the key set -up menu options.
C. Time and Date Generator — Records time on the media in hours,
minutes and seconds
d. Time /Date Change Recording — All changes to the set -up menu
shall be recorded automatically. Changes shall not be possible
without media in the recorder recording the change. This feature
shall be incapable of being defeated by the operator.
e. Time and Date Position — The time and date shall be capable of
being placed at the top or bottom of the screen.
f. Date Format — Three date formats shall be available through the
Set -Up Menu: MM /DD/YY, DD /MM/YY, and MM /DD /YYYY.
g. Flash Preference — The Set -Up Menu shall allow the operator to
set the display to flash every 1/z second or to remain steady.
Flashing the display prevents it from covering important details in
the scene.
h. 60 Character Generator — 3 lines of 20 characters per line shall be
available for the operator to insert descriptive identifier data.
i. Selectable resolution — Three resolution modes shall be available
through the Set -Up Menu.
City of Newport Beac
Mobile Video System
S Page 12
j. Pre -Event Recording — The Set -Up Menu shall allow the pre -event
buffer memory to capture up to 3 minutes of video prior to the
recorder being activated.
k. Auto Zoom Positions — The telephoto and wide -angle positions
used for Auto Zoom shall be adjustable through the Set -Up Menu.
I. Audio Out Select — The Set -Up Menu shall allow the operator to
select audio from the wireless microphone, the in -car microphone
or both at the same time to be heard over the system's monitor.
M. Beep Tones — The Set -Up Menu shall allow the operator to turn the
beep tones noted above ON or OFF.
n. Daylight. Savings Settings — The Set -Up menu shall- allow the
program to either automatically adjust the system's clock for
Daylight Savings or to leave the feature off.
o. Software Version — The system's software versions shall be
displayed when this menu option is selected.
P. Write Protect — The system shall impose a write protect software
feature on the DVD -RAM disks before they are removed from the
recorder. This write protect feature shall be accessed through the
Set -Up Menu to allow the disk to be ejected. Once imposed the
write protect feature shall prevent files from being altered or
deleted or the disk from being formatted. Special software shall be
supplied with the system to allow authorized reformatting once the
storage requirements have been met and the disk is ready to be
reused.
q. Write Protect — The in- vehicle system shall automatically disable
the disk's write protect feature when the disk is reinserted in the
recorder to allow a partially used disk to be used again.
r. The system shall allow partially used media to be inserted into the
recorder without jeopardizing the previously recorded segments.
When the new media is loaded, the system shall determine the
available capacity and, subject to the resolution selected, calculate
the time left available for new recordings, then display this number
in the prominent Time -Left Display. The system shall not allow
previously recorded segments to be recorded over.
10. The ' control panel shall include one red and white courtesy light for
assistance with nighttime operation.
11. The control panel dimensions should not exceed 6.5" w x 2.1" h x 1.75" d
F. COLOR MONITOR — The color monitor is not required as part of the bid
specifications, but should be included as an option or may be included as
part of the total package. The proposed monitor shall meet the following
specifications:
The monitor shall consist of a high quality active matrix color LCD.
City of Newport Beac
Mobile Video System P
• Page 13
2. The monitor should be mounted in the overhead control panel on a swivel
mount that allows it to be recessed into the housing or swing down and
swivel side to side for the best viewing angle.
3. The monitor's screen shall be non - reflective for optimum viewing in the
vehicle. Mirror -like reflective screens are not acceptable
.4. The monitor shall include a soft rubber outer shell to prevent the operator
from contacting hard and /or sharp corners.
5.. . The monitor's screen shall be no smaller than 3" and no larger than 4 " --
measured diagonally.
6. Controls shall be provided for powerlvolume and brightness.
7. The monitor's audio shall be played over two 1.5" or similar size speakers.
The total audio output of these speakers shall be no less than 200mW
(14.4 ohms).
8. Audio and video monitoring shall be possible whether or not the system is
recording.
9. The monitor shall be capable of displaying:
a. Time and Date
b. Three lines of identifier information
c. Emergency Lights Indicator (L)
d. Siren Indicator (S)
e. Microphone Reception Indicator (M)
f. Brake Use (B)
G. AUDIO TRANSMITTER/RECEIVER SYSTEM — The system shall include
two transmitters for use by two officers in one vehicle with a separate audio
track for each transmitter.
The system shall offer digital audio with direct sequence spread spectrum
technology to ensure that transmissions from the officer to the car are
private and interference free. FCC approved frequencies in the 900 MHz
band shall be used.
2. FDMA (Frequency Division Multiple Access) technology shall be employed
to allow up to 20 users at a scene. A sufficient number of different
codes /ID's shall be available for use with the transmitters to ensure that
no two transmitters use the same code.
3. The system shall provide for two in- vehicle docking stations. These
stations shall include the system's receiver and shall be capable of
recharging both transmitter batteries.
City of Newport Beach
Mobile Video System P
• Page 14
4. Both the transmitter and docking station shall have the ability of sending
simultaneous audio and data streams. The data stream shall be used to
send status information between the transmitter and the docking station.
5. The transmitter shall program /sync its unique code into the docking
stating whenever it is placed in the docking station. Once programmed,
the receiver shall only communicate with that transmitter. Any transmitter
shall be capable of programming and being used with any docking station.
6_._..The transmitter shall include a-- lithium ion rechargeable battery. This
battery shall provide 6 -8 hours of service in the ON mode and 80 hours of
service in the STANDBY mode.
Typical operating range (transmitter to receiver) shall be up to 1000 feet.
8. The docking station shall have the ability to automatically activate the
officer -wom audio transmitter whenever the video systems receives a
record command from the light bar, siren or record switch.
9. The transmitter shall have an OFF /Standby /ON switch. The switch shall
be easy to access and large enough to be easily manipulated by the
operator. The Standby position shall allow the operator to mute the audio
without affecting the video recording. When switched back to the ON
position, the transmitter will immediately continue to record audio without
requiring any other operation.
10. The transmitter shall include a detachable mic cord with clip to allow the
mic to be placed anywhere on the operators uniform. A windscreen shall
be provided with the microphone to reduce wind noise.
11. The transmitter shall also include a built -in mic as an alternative to the
external mic or as a back -up if the external mic or mic cord fails.
12. The transmitter shall be capable of detecting an external mic or mic cord
failure and automatically switch to the built -in mic to avoid missing any
audio.
13. The transmitter's antenna shall be built into the case. No external
antenna shall be acceptable.
14. Each docking station shall employ built -in diversity antenna.
15. The system shall include a hard -wired in -car microphone to record
conversations inside the patrol vehicle simultaneously with conversations
recorded with the wireless mic. The in -car microphone shall mount inside
the passenger compartment and be controlled by a switch integrated with
the control panel.
City of Newport Beach
Mobile Video System R%
• Page 15
16. When the in -car microphone is switched on, the monitor's speaker or
audio output shall automatically be turned off. This shall prevent
feedback and insure that recorded conversations will not be heard over
the monitor's speaker or through the audio output.
17. Switching on the in -car microphone shall also be configured to provide the
capability of automatically muting the vehicle's AM /FM radio /sound
system.
18._. When the in -car, microphone. . is- switched on, the camera's Record /Mic
LED shall automatically be turned off to not provide any indication to
anyone inside the vehicle that the system is on or recording.
19. The in -car microphone shall not affect the use of the operators wireless
microphone. Each audio source shall be recorded simultaneously on
separate audio tracks.
20. It is preferred that audio from the in-car microphone be recorded on a
third audio track.. However, as an alternative, audio from the in -car
microphone may be recorded on the audio track of the secondary
transmitter. If the in -car microphone is switched on, it is recommended
that the system automatically shut off the secondary transmitter.
21. Each transmitter shall include a standalone AC charging station with cord
and transformer to allow for charging outside of the patrol vehicle. (A total
of two standalone charging stations per system.)
H. OPTIONS FOR INCLUSION WITH THE RFP:
As noted in the above specifications, a monitor is not required as part of
the system, but should be included either as a part of the complete MVS
package or quoted as a separate option.
2. The bidder shall include as an option a separate quote for installation of
all the MVS systems in the Department's police vehicles. The majority of
systems are to be installed in the Ford Crown Victoria Police Interceptors,
however, the bidder should be aware that some of the systems to be
purchased for the Newport Beach Police Department will be installed in
four Chevrolet Tahoes, one Chevrolet Blazer, and two Jeep Cherokees.
3. The bidder shall include as an option a quote for a full parts and labor
extended manufacturer's warranty for a period of 36 months from date of
delivery and a second quote for a period of 60 months from date of
delivery.
4. The bidder shall include as an option a quote for a software package to
provide the ability to search, display and copy the recorded digital files.
City of Newport Beac
Mobile Video System *,P
• Page 16
The software program shall be capable of operating in a Microsoft
Windows environment on a personal computer.
5. The bidder shall include as an option a quote for a software package to
track the use and storage of each DVD -RAM disk. The software package
will provide for the ability of the user to check out and check in DVD -RAM
disks and to allow an employee to note storage and subsequent
disposition of each disk. The software will provide search capabilities to
locate disks by at a minimum; date, operator, and/or assignment. The
software program shall be capable of operating in a Microsoft Windows
environment on.a personal computer. - - - ..,..-
6. The bidder shall include as an option a quote on a per unit basis for
additional transmitters and the standalone AC charging stations for those
transmitters.
7. The bidder shall include as an option a quote for a black basket weave
carrying case for the transmitter to be worn on an officer's belt.
Ill. OPERATING INSTRUCTIONS AND SERVICE MANUALS
A full and complete set of operating instructions as well as all vendor product service
manuals with complete and detailed electrical schematics on each camera, digital
recorder, controllers, and cable assemblies shall be furnished by the contractor at no
cost.
IV. MANUFACTURER'S QUALITY CONTROL AND TESTING
All electrical components utilized, including integrated circuits shall be highly reliable
commercial grade parts.
Each individual electrical and electronic component shall be subjected to a complete
quality control inspection. This is required before installation into printed circuit boards
or other sub - assembly.
All assembled printed circuit boards and sub - assemblies shall be thoroughly inspected
and completely tested mechanically and electrically before installed into video system.
All printed circuit boards shall be glass epoxy, type FR4 or equivalent. Also, all high
density circuit boards shall be the solder mask type.
All components dissipating power in excess of one watt and mounted directly against a
circuit board, shall have adequate heat sinks for circuit board protection. All electronic
and electrical components shall only be utilized within their manufacturers operating
specifications, pertaining to voltage, current, and heat dissipation.
City of Newport Beaco . Page 17
Mobile Video System RFP
Each video system shall be individually bench tested for all functions and test
parameters.
V. TRAINING
The manufacturer will be required to furnish, at no cost, training necessary to install,
maintain and use the equipment.
VI. WARRANTY.....
The manufacturer shall fully guarantee all camera, digital recorder, environmental
control components, wireless and non - wireless microphones, docking stations, monitors
and control circuit components to be free of defects in materials and workmanship for a
period of one year from the date of delivery to the agency.
VII. INSTALLATION
All components must be mountable to comply with air bag requirements.
VIII. SERVICE OF SYSTEM AFTER PURCHASE
Bidder must provide service proposal for components of system requiring repair after
installation. Mobile video systems will be a critical component of the police fleet and
must be functioning properly before vehicles will be placed in service. It is important to
have timely repairs to keep our police units in the field. It is desired to have spare parts
on site (provided at the bidders expense) in order to exchange defective components
and /or the ability to provide repairs within 24 hours of notification. Bidders are
encouraged to provide a solution to servicing their systems in the most efficient and
timely manner including training police personnel to change out components in need of
repair.
IX. MOBILE VIDEO RECORDING SYSTEM VERIFICATION
Prior to the actual issue of a purchase order to confirm the award of the system vendor
bid, the selected vendor will be required to submit one finished working system for a
test to verify that the system fully complies with the specifications detailed.
• glym 13IT S"
Original
City of Newport Beach
Mobile Digital AudioNideo System
Request for Proposal
May 28, 2004 at 4:00 PM
Table of Contents
Section 1 Cover Letter
Section 2 Request for Proposal
➢ Proposal Documents
➢ Pricing and Configuration Page
➢ In -Car Video Rebate Program
➢ Explanation to Specifications
Section 3 References
➢ Number of Sites and Agency References
Section 4 Proposal Information
➢ Installation
➢ Repair for In and Out of Warranty
➢ Time Schedule for Delivery and Training
Section 5 Digital Eyewitness System Information
➢ Digital Eyewitness Brochure
➢ Sony Camera Brochure
➢ Digital Eyewitness Warranty
!CUSTOM SIGNALS, INC.
A SUBSIDIARY OF PUBLIC SAFETY EQUIPMENT, INC.
May 27, 2004
City of Clerk
City Newport Beach
3300 Newport Boulevard
Newport Beach, California 92663 -3884
9325 PFLLLMM /LENEXA, KANSAS 66215-3347
913/492 -1400 FAX 913/492 -1703
w .kusl m ignalsx=
SINCE 1965
RE: Mobile Digital AudioNideo System Request for Proposal
DUE: May 28,204 at 4:00 PM
Dear Sir or Madam:
Thank you for the opportunity to submit the attached proposal for the high quality and highly reliable
Digital Eyewitness® patrol car video surveillance system. Kustom Signals is the largest integrator of
patrol vehicle video surveillance systems for the law enforcement community. Digital Eyewitness makes
it easy to configure an in -car video surveillance system to meet your individual department needs with .
full assurance that the best in -car video system performance available will be obtained. Digital
Eyewitness is licensed under exclusive patents for in -car video systems held by PATCO.
The reliability of the Digital. Eyewitness system is enhanced through its use of only industrial grade
system components direct from the original manufacturers' industrial divisions. Digital Eyewitness
features industrial video components developed by recognized industry leading firms.
Brochures for the entire Digital Eyewitness system are enclosed. The Digital Eyewitness system comes
with a one year, full service parts and labor guarantee with no pro -rata deductions or charges for parts and
labor. For your review, the Warranty is enclosed. Please see the Table of Contents page for a list of the
enclosed documentation. Also note the rebate information included in Section 2.
Prices will remain valid for 180 days after the bid opening. Shipment can be expected 60 days after
receipt of order. Shipping terms are FOB: Destination. Payment terms are net 30 days.
Should you have any questions regarding our enclosed offer, please call me at 800 - 852 -1270 ext: 3103. If
you have questions regarding products offered by Kustom Signals, please feel free to call your area
District Manager, Greg Wilkerson, at 623 -487 -3377, or your Inside Sales Representative, Donna Berger,
at 800 - 458 -7866.
Sincerely,
- �.- bw
Cynthia Boline
Bids and Proposals Specialist
cc: Greg Wilkerson, District Manager
Donna Berger, Inside Sales Representative
File
0
0
CITY OF NEWPORT BEACH
POLICE DEPARTMENT
REQUEST FOR PROPOSAL FOR MOBILE VIDEO SYSTEM
PRICE FORM
City Clerk
City of Newport Beach
3300 Newport Boulevard
P.O. Box 1768
Newport Beach, CA 92659 -1768
Dear City Clerk:
The undersigned submits this proposal to provide a mobile digital audiolvideo
system as described below to the City of Newport Beach Police Department:
SECTION A
Provide thirty -one (31) complete systems as described in "City of Newport Beach
Police Department Mobile Audio -Video Capture System Request for Proposal"
dated "May, 2004 ".
Six Thousand, Seven Hundred, Fifty -Seven Dollars & Zero Cents $6,757.00 *
TOTAL PRICE (Words) TOTAL PRICE (Numbers)
Kustom Signals, Inc. May 27, 2004
OFFEROR (Company) DATE
9325 Pflumm Road
STREET ADDRESS AAU HORIZED SIGNATURE/TITLE
Lenexa, Kansas 66215 -3347
CITY, STATE, ZIP
800 -458 -7866 or 913 - 492 -1400
PHONE
Cynthia Boline, Bids and Proposals Specialist
ABOVE NAMEIfITLE (PRINTED)
*Please see the attached configuration page for system description and additional options.
• •
Digital Eyewitness® Video System
Kustom Signals, Inc.
California Mobile Digital Audio/Video
Loaded Digital Eyewitness® System Configuration to include:
OPTIONS:
for
Miniature Color CCD Camera/Lens Module w/40:1 Zoom with Automatic Iris Lens
External Record Indicator in Camera Module
High Quality 3.5" Active Matrix Color LCD Monitor
Rear Black and White Camera mounted in the Overhead Console
Sure Talk 900 MHz Wireless Microphone System
Second Sure Talk 900 MHz Wiress Microphone System
In -Car Microphone
Microprocessor Control Center in Overhead Console w /integrated Flip -Down Color Monitor
Radar Speed Data Input Port (Compatible Protocol Radar data required)
Precision Recorder with DVD -RAM disk
Pre -event recording with 3 minutes of video prior to record activation
Maximum Security Stainless Steel Vault, Environmentally Controlled, Tamperproof,
Fireproof (1/2" layer of Durabianket) and Bullet Resistant (double layer of Kevlar)
Vault Recorder Enclosure
One -Year Warranty
Shipping & Handling
Total 31 $6,757.00 $209,467.00
20D4 at 4:00 PM
Unit Extended
Qty. Price Price
31 $6,757.00 $209,467.00
Crash Record Activation Kit
$220.00
Each
Installation
$155.00
Each
De- install and Install new systems
$225.00
Each
Three Year Warranty (with 50% IACP discount)
$690.00
Each
Five Year Warranty
$2,720.00
Each
DEMM Lite includes PC, DVD RAM Internal Drive, and Software
$7,465.00
Each
DEMM Software Only
$5,000.00
Each
Additional Sure Talk Transmitters
$266.00
Each
Sure Talk AC Charger
$75.00
Each
4.7 GB DVD Disk with Protective Cover
$7.00
Each
The DVD -RAM system proposed requires a DVD -RAM Drive connected to and/or Installed in a PC. In the event that you
have not already purchased a RAM drive, we offer an external drive that sits next to the PC and connects to a USB port,
and /or an internal drive that installs within the PC.
External DVD RAM Drive
Internal DVD RAM Drive
$550.00 Each
$395.00 Each
NOTES: Parts and Service - One unit of spare parts will be included with the bid for the warranty period.
Please see the information about Kustom Signals, Inc. In-Car Video Rebate Program enclosed in this proposal.
Prices valid for 180 days from bid opening
Shipping: 30 days After Receipt of Order
FOB: Destination
Payment Terms: Net 30 days
x-
Cyntilia Boline, Bids and Proposals Specialist
May 27, 2004
Date
k(((((((
KYSiOM
0
SIGNALS, INC.
In -car Video Rebate Program
U
Your continued business is important to us. See the following information on the rebate
program.
After you purchase a Digital Eyewitness system, you may return an Eyewitness video
system (with serial numbers beginning in EU or ES) and receive a $500 rebate. This
rebate program is a 1 to 1 trade only.
The agency receiving the system (s) is responsible for returning the Eyewitness (s).
To qualify for this credit, you need to return the following components: the vault
with recorder, camera, transmitter, controller and monitor. The controller and monitor
may be part of a complete overhead console or separate components. Cables do not have
to be returned.
Here is what is required to qualify for this program:
1) Place your order for Digital Eyewitness system(s).
2) After installing the Digital system(s), use its shipping materials to return the VHS
system(s) you are trading in.
3) Include a completed Rebate Certificate with each system you send. This
certificate will be provided to you by your sales representative. Your credit will
not be issued unless this Certificate accompanies the trade -in.
4) Affix the pre-paid ARS shipping label (this label is included in every Digital
Eyewitness shipment) and follow the instructions to have the box picked up.
5) Upon receipt of the trade -in unit(s) and Certificate(s), Kustom Signals will apply
a credit toward your account.
For more details and questions regarding this program please contact your Sales
Representative at 800 - 458 -7866.
9325 Pflumm • Lenexa, KS 66215 • 1- 800 - 458 -7866 • www.kustomsignals.com
0
k(((((((
KUSTOM SIGNALS, INC.
A SUBSIDIARY OF PUBLIC SAFETY EQUIPMENT, INC.
0
9325 PFWMM /LENEXA, KANSAS 662153347
913/492 -1400 FAX 913/492.1703
- w .6stomsigmis.wm
SINCE 1965
Explanation to Specifications
Page 5
A. MINIMUM FEATURES
7. The Kustom Signals, Inc. Digital Eyewitness system as proposed comes with the
overhead console control center which incorporates a color monitor and two overhead
lights. The monitor includes functions critical to the operation of the system and
therefore cannot be eliminated from the system we supply. The system can still
present a video signal to be displayed on your in -car laptop computers, but this will
not eliminate the need for the system's monitor. As an alternative, the monitor and
controller can be supplied as separate components, which would allow the monitor to
be concealed when not needed, but these separate components would not include the
two courtesy lights that are incorporated in the overhead console. Our
recommendation is to select the overhead console and simply leave the monitor
flipped up into its recessed position, pulling it down only when needed.
Page 9
E. CONTROL PANEL AND CONTROL INTERFACE
2. If the Digital Eyewitness system is mounted in a Ford Crown Victoria, Chevrolet
Impala, Dodge Intrepid or Ford F -150 pickup, the Overhead Control Center's
mounting bracket shall not require any holes or cuts to be made in the vehicle's
headliner.
Page 15
G. AUDIO TRANSMITTER/RECEIVER SYSTEM
17. The Digital Eyewitness system mutes the audio in the overhead console speakers, but
does not mute the AM/FM radio /sound system.
19. The Digital Eyewitness system offers two audio tracks. If the in -car microphone is
activated, the second passenger officer's microphone can be turned off, to standby, or
recorded simultaneously with the audio from the in car microphone.
0 0
20. The Digital Eyewitness system offers two audio tracks. If the in -car microphone is
activated, the second passenger officer's microphone can be turned to the off position,
to standby, or recorded simultaneously with the audio from the in car microphone, but
is not automatically turned off.
H. OPTIONS FOR INCLUSION WITH THE RFP
4. Kustom Signals, Inc. will offer our DEMM Lite software to the City of Newport
Beach and allow it to be loaded onto a Newport Beach workstation. However, the
computer used to run the software must be a single- purpose workstation in a
controlled environment. As we cannot know how unknown programs could affect
our software (and vice versa) we request that the workstation used not include other
software applications or be part of a network. This is not a requirement, however our
ability to support the product could be limited if problems occur on a networked PC
or one that includes other non -O /S software. We also offer a system that includes a
workstation with internal DVD RAM drive and the software. Please see the pricing
on our systems description and pricing page.
Pie 16
5. Kustom Signals, Inc. suggests that the City of Newport Beach continue to use their
very successfixl media management system.
The Sure Talk 900 MHz transmitter is equipped with a belt clip that fits over the
officer's belt or attaches to the epaulet.
0
((((((( k
KUSTOM SIGNALS, INC.
A SUBSIDIARY OF PUBLIC SAFETY EQUIPMENT, INC.
References
0
9325 PFLLMM /LENEXA, KANSAS 66215 -3347
913/492 -1400 FAX 913/492 -1703
w Austomsignalsxom
SINCE 1965
The total number of agencies that have the Kustom Signals, Inc. Digital Eyewitness is 333. The
approximate number of Digital Eyewitness systems is 2,300.
San Luis Obispo Police Department
1042 Walnut
San Luis Obispo, CA 93401
ATTN: Lieutenant Ian Parkinson
iparkins ,slocity.ore
805 -431 -7132
17 Digital Eyewitness DVD RAM systems with rear camera, in car mic, menu security, 2nd and
3rd year warranty
Montclair Police Department
5111 Benito Street
Montclair, CA 91763
ATTN: Officer Rob Pipersky
r-pipersky(a,ci.montclalr.ca.us
909 - 721 -5882
12 Digital Eyewitness DVD RAM systems with rear camera, in car mic, and crash activation kit
Tustin Police Department
300 Centennial Way
Tustin, CA 92780
ATTN: Lieutenant James Perry
JPeMr @tustinca.org
714 -573 -3255
5 Digital Eyewitness DVD RAM systems with rear camera and in car mic
11
((((((( k
KUSFOM SIGNALS, INC.
A SUBSIDIARY OF PUBLIC SAFETY EQUIPMENT, INC.
Installation
Computer Deductions, Inc.
1348 East Wilshire Avenue
Santa Ana, CA 92705
Kelly Brophy, General Manager
Phone #:714 -541 -2683
0
9325 PFLUMM /LENEXA, KANSAS 66215.3347
913/492 -1400 FAX 913/492 -1703
w .6sfomsignalsxom
SINCE 1965
Cost:
Installation is $155 per unit for a total of three vehicles per day. This would make a total of 15
vehicles per week, depending on the availably of the vehicles. Installation would be
accomplished at the agencies location.
If they have to remove an old video system from a vehicle before they can install the new system
it will be an additional $70.
k(((((((
KUSTOM SIGNALS, INC.
A SUBSIDIARY OF PUBLIC SAFETY EQUIPMENT, INC.
0
9325 PFLUMM /LENEXA, KANSAS 66215 -3347
913/492 -1400 FAX 913/492 -1703
w Avstomsigoahxom
SINCE 1965
Repair for In and Out of Warranty
During the warranty period the parts can be repaired or exchanged free of charge through
Kustom Signals, Inc. Customer Service Department or the local service center. After the
warranty period has expired the following charges will apply for service, and repair or
replacement of parts. Please see the enclosed warranty statement.
Factory Service
Kustom Signals, Inc.
Attn: Customer Service
1010 West Chestnut
Chanute, Kansas 66720
Phone #: 800 - 835 -0156
$70.00 per hour for out of warranty service
Parts Cost - Out of Warran
Cable Control head to Vault
$75.00
Camera Cable
$26.20
Power Cable
$65.00
DEYE Overhead Console
$1,026.59
Camera
$1,510.00
Vault Assembly
$4,306.05
DEYE RMV Tray
$913.10
Sure Talk Base Station
$230.00
Sure Talk Cable
$69.85
Transmitter Sure Talk
$370.00
Microphone Sure Talk
$44.00
Charging Station Sure Talk
$90.00
B & W Rear Camera
$58.44
Hitachi Board
$1,010.00
DVD -Ram Drive
$841.23
Local Service
Computer Deductions, Inc.
1348 East Wilshire Avenue
Kelly Brophy, General Manager
Santa Ana, CA 92705
Phone #: 714 -541 -2683
$ 70.00 per hour for out of warranty service
k((((((( KUSTOM
SIGNALS, INC.
A SUBSIDIARY OF PUBLIC SAFETY EQUIPMENT, INC.
9325 PFLUMM/ LENEXA, KANSAS 662153347
913/492.1400 FAX 913/492.1703
w .kustomsignalsxom
SINCE 1965
Time Schedule for Delivery and Training
All training is provided free of charge to the City of Newport Beach, California.
Delivery, Installation, and User Training
This is the tentative schedule for the delivery, installation, and user training for the Digital
Eyewitness video systems. Thirty days after receipt of award, we will ship the video systems to
the City of Newport Beach's designated location. They will arrive by UPS delivery service
within five days of shipping. The installation can be accomplished at a minimum of 15 systems
per week until all systems are installed. This schedule can be changed to accommodate the
needs of the City of Newport Beach.
Thursday, July 1, 2004
Award Contract
Wednesday, July 7, 2004
Order placed for 31 systems.
Friday, August 6, 2004
Shipment of 31 systems to Newport Beach Police
Department.
Wednesday, August 11, 2004
Shipment arrives at the Newport Beach Police Department.
Monday, August 16, 2004
The systems are installed at 15 systems per week until all
the systems are installed.
Monday, August 30, 2004
The training can be accomplished by mutual availability of
the officers and Kustom Signals' District Manager, Greg
Wilkerson, after all the Digital Eyewitness systems have
been installed. Please contact Inside Sales Representative,
Donna Berger, at 800 - 458 -7866 to schedule this training.
Mr. Wilkerson does request the use of an agency projector
that is capable of being used with PowerPoint for his
training class.
n
u
DEMM Lite Software Training
The training on the DEMM Lite Software can be scheduled at a mutually agreed upon time with
the City of Newport Beach and Kustom Signals, Inc. Please contact Inside Sales Representative,
Donna Berger, at 800 - 458 -7866 to schedule this training.
Installation and Maintenance Training
The installation and maintenance training can be done free of charge at our manufacturing
facility in Chanute, Kansas. The schedule for training classes is as follows:
June 16 —17 Video Installation & Basic Video Troubleshooting
July 14 —15 Digital Video Maintenance Troubleshooting
September 13 —17 Video & Radar Maintenance Troubleshooting
October 13 —14 Video Installation & Basic Video Troubleshooting
November 10 — 11 Digital Video Maintenance Troubleshooting
i
PURCHASE AGREEMENT
• C - 30417
THIS AGREEMENT between the City of Newport Beach ( "City ") and
Kustomm Signals, Inc., a Kansas corporation, ( "Company ") is dated.
$�l5 %9r for purposes of identification and is made with reference
to the following:
A. City has decided to equip police patrol vehicles with in-
car video systems which are activated by officers and capable of
recording all contacts between the officers and members of the
public;
B. on Z12dise City issued a Request for Proposals ( "RFP"
- Exhibit A) which describes, in detail, the functions the police
video system is intended to perform, the operational capability
necessary to perform those functions, and other requirements that
the system must satisfy to qualify for purchase by the City.
C. Company submitted a response to this RFP (Response -
Exhibit B), City has reviewed Company's response, City has
determined the equipment described in Company's response meets or
exceeds the minimum requirements established in the RFP, and City
has concluded it is the equipment best suited to meet the needs of
the Police Department.
1
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D. This Agreement specifies the terms and conditions of
City's purchase of the equipment from Company.
NOW THEREFORE the parties agree as follows:
1. Sale of Equipment.
A. Basic System. Company agrees to sell and City agrees to
purchase, twenty -nine (29) police in -car video systems consisting
of the following:
VHS Recorder, Stainless Steel Vault, Overhead Console
Controller, Sony Color Camera with Integrated 8:1 zoom lens,
B & W Monitor, 2 Wireless Microphones and 2 Receivers with
Tone Coded Squelch, In -Car Record Light (LED), Car Interior
Microphone Kit (Basic System)
B. Specific Equipment. The specific equipment, including
manufacturer, description, and specifications, that comprise each
Basic System shall be as specified in the Response as Exhibit B
which is incorporated by reference. Company shall also sell City
three (3) detachable time /date programming switches.
2. Contract Price.
A. Price of Contract. City shall pay Company $168,055.00
for the twenty -nine (29) video systems described in Paragraph 1.
City shall pay Company the additional amount specified in
Subsection 6B for the second and third year extended warranties.
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City shall pay $90.00 for the three (3) detachable time /date
programming switches.
B. Terms of Payment. City shall pay the total price of the
Basic Systems, second and third year warranty, and time /date
switches ($182,998.80) within thirty (30) days after installation
of all systems in police patrol vehicles, or 60 days after delivery
of the last system, whichever occurs .first, and confirmation that
all installed systems are performing as intended. Confirmation of
performance or notification of nonperformance shall take place
within seven (7) days of installation of each Basic System in
City's patrol vehicle. City shall also pay all applicable sales or
use taxes when the contract price is paid.
C. Form of Payment. Payment shall be made by warrant drawn
1. by City and payable to Company.
3. Spare Parts. Company shall provide City with the following
spare parts:
Price
1 Panasonic AG -5210 Recorder (modified for Eyewitness) $1,225
1 Sony EVI -310 CCD Camera (modified for Eyewitness) $1,740
1 Eyewitness Filter Interface Box $550
1 Control Cable $170
1 Monitor Cable $55
1 Power Cable $55
3
I Vault Cable
0
$95
1 Sony FDM -402A B &W CRT Monitor (modified for Eyewitness) $275
1 Monitor Mount Kit
Cm
1 Eyewitness Overhead Control Console $750.
1 Transmitter with tone coded squelch; no mike $205
1 In -Car Record Light
1 In -Car Microphone Kit
$25
$100
City shall maintain custody of the spare parts, and bear any
risk of loss or damage, during the warranty period specified in
Section 6A. However, Company shall have the right to take custody
of the parts, and the responsibility for any loss or damage of the
parts, if and when Company owns and operates a service center in
the Southern California region. City shall have the option, at the
end of the 3 year warranty period described in Section 6B to
purchase some or all of the spare parts at the prices specified
above. In the event City elects not to purchase all of the spare
parts, City shall ship the spare parts not purchased to the closest
service center maintained by Company.
4. Delivery /Risk of Loss. Company shall deliver all Basic
Systems to City.within ninety (90) days after the date of this
Agreement. Company shall bear risk of loss relative to each Basic
System until the Basic System is delivered to City. City shall
assume risk of loss and damage to each Basic System subsequent to
delivery to City.
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5. Training. Company shall provide training in the installation,
maintenance, and operation of the Basic System as follows:
A. Company shall conduct four (4) operator (police officer).
training sessions consisting of four (4) hours each.
These training sessions shall commence no later than thirty (30)
days after installation of the first Basic System and the parties
shall agree on the specific dates and times for each training
session. The training sessions shall be scheduled at a date and
time such that all potential operators are able to attend at least
one (1) session (while on duty).
B. Company shall provide basic technical training in the
installation and maintenance
of the
Basic
System such
that City
technical personnel are
capable
of
identifying
equipment
malfunctions, making minor repairs, or installing spare parts.
C. The training described in Subsections A and B shall be
provided at no charge to City. Company shall provide additional
training when requested by City upon reasonable notice and at the
rate of $500 per day unless the parties orally agree to different
terms and confirm those terms in writing.
D. Company shall provide City with complete technical
service manuals for all components of the Basic System at no
charge.
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0
6. Warranties
E
A. General Warranty. Company fully warrants each Basic
System, and all components, to be free of all defects and suitable.
for the purposes specified in the RFP (Exhibit A) . Company
acknowledges that City is relying upon this full and express
warranty as a material part of the consideration for the contract
price. City and Company acknowledge that the provisions of
Subsections B and C supplement the express warranty given by
Company pursuant to this Subsection.
B. Initial /Extended Warranties. Company shall provide the
special warranty specified in Subsection C without charge for a
period of one (1) year. This initial one (1) year warranty for all
systems shall commence on the date the last system is installed, or
thirty (30) days after the last system is received by City,
whichever occurs first. City shall pay Company $6,670.00 ($230.00
per Basic Unit) to extend this initial one (1) year warranty for a
second twelve (12) month period. City shall pay Company $8,183.80
($282.20 per Basic Unit) to extend this warranty for a third twelve
(12) month period.
C. Nature of Warranty. In consideration of the contract
price and payment of the sum specified in Subsection B, Company
shall, at its sole cost and expense, repair any defect or
malfunction in any Basic System or component thereof, 'and /or
2
9
replace any component of any Basic System which is defective or
malfunctioning. The repair or replacement shall occur within
twenty -four (24) hours, after written or oral request for service
by City. Company shall employ, or make available to City pursuant.
to contract, repair personnel located in Orange or Los Angeles
County who are qualified to perform these services. Company's
obligation to repair or replace parts or systems within twenty -four
(24) hours shall be extended by the time necessary to ship
replacement parts or repair material from Company facilities
closest to City.
D. The warranties specified in this Section are in addition
to any manufacturer warranty on the individual components of the
Basic System.
7. Licenses. Company represents that it has secured all
necessary licenses, consents or approvals to use the components to
the Basic System and to sell the Basic System under its name.
Company shall defend, indemnify and hold City harmless of any loss,
claim or liability in any way related to a claim that City is
violating federal, state or local laws, or any contractual
provision, relating to trade names, licenses, franchises, patents
or other means of protecting interests in products or inventions.
8. Specific Performance. The goods and services provided by
Company pursuant to this Agreement are unique and, in the event of
7
• 0
a breach of this Agreement by Company, the damages sustained by
City would be difficult or impossible to ascertain. Accordingly,
in addition to any other remedy permitted by law, and in the event
of a breach of this Agreement by Company, City shall have the right.
to apply to the Orange County Superior Court for an order directing
Company to specifically perform this Agreement.
9. Assignment. Neither party shall have the right to assign any
of the benefits or obligations of this Agreement without the prior
written consent of the other. Neither party shall unreasonably
withhold its consent to assignment.
10. Indemnification. City and Company agree to defend, indemnify
and hold one another harmless with respect to any action, claim,
lawsuit or proceeding arising out of, or in any way related, to the
negligent, fraudulent or willful misconduct of their respective
officers, employees, agents, and representatives.
11. Integration. This Agreement is the entire contract and
exclusively determines the rights and obligations of the parties.
With the exception of the RFP (Exhibit A) and the response (Exhibit
B) to the RFP, no course of prior dealings between the parties
shall be relevant to supplement or explain any term or condition of
this Agreement.
A
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•
12. Applicable Law. This contract shall be governed by the laws
of the State of California as effective and in force on the date of
this Agreement.
Date: V S 1995
Date: 156eG.57— A? , 1995
Ch \agr t \KUStO1M1. a9t (8/14/95)
D
CITY OF NEWPORT BEACH
By:
Ken Delino
Acting City Manager
KUSTOM SIGNALS, INC.
By:
William Faga , Jr.
Vice President, Sales & Marketing
Mabiie Videar Sy�temi.
Pra�pasal,
The
Newport Beach Police
Department
CITY OF NEWPORT BEACH
' POLICE DEPARTMENT
IJune 2, 1994
' TO: Honorable Mayor, Members of the City Council & City Manager
FROM: Chief McDonell
' SUBJECT: Mobile Video Surveillance Equipment
' RECOMMENDATION:
1. Approve the acquisition of mobile video surveillance equipment
for use by the Police Department. Authorize the preparation of
specifications and requests for bids from appropriate vendors.
' 2. Authorize the necessary expenditure to be appropriated out of the
Internal Service Fund for liability costs to the City due to the direct
relationship between the project and the reduced liability
' exposure which will result.
3. Direct staff to return to Council for final bid award and a report from
' the Finance Director on the most appropriate method of financing
the project (outright purchase vs. multi -year municipal lease
purchase).
BACKGROUND:
The Police Department has been working on a staff report to develop a
proposal to equip all marked police vehicles and the Department's helicopters
with mobile video surveillance equipment in an effort to document our field
contacts for a variety of purposes including evidentiary, training, reduced
' liability exposure, officer safety, etc. Attached is a comprehensive staff report by
Lieutenant Tim Riley discussing the concept of mobile video surveillance, the
specific advantages, costs, and benefits which the City will derive from its
implementation.
As I mentioned during my budget presentation to Council, we have not had very
' good experience over the last ten years in terns of liability claims and attorney's
fees resulting from such exposure to the City as a result of carrying out our
responsibilities. We represent approximately 53% of the over $10,000,000 paid
out in the last ten years for various claims for damages (according to figures
provided by the Finance Director and Risk Manager). That figure does not
include the enormous cost of staff time in the Police Department and City
Attorney's Office for processing and providing a defense for those claims. On
average, it represents $614,319 per year. If the cost of the proposed project
($239,000) was amortized over seven years, which is the usual life expectancy
of electronic equipment, it represents approximately $34,000 per year. There is
absolutely no doubt in our staff's mind that the return on that investment will
more than offset the expenditure in reduced liability exposure alone. As
Lieutenant Riley points out in his report, we're convinced we would not have
1
Mobile Video SurveilWe Equipment
Page 2
' incurred the over $200,000 in legal and settlement costs in a most recent
federal court lawsuit, if we would have had mobile video surveillance of the
vehicle stop which was allegedly the basis for the claim. In a separate memo
from the City Attorney (see Appendix E, page 17), he supports the acquisition of
the mobile video surveillance equipment and also concludes that such a
program 'will significantly reduce the amount of, and costs attendant to, police
related litigation.'
' Overall, the City has been targeted as a "deep pocket' for many frivolous claims
for damages by those who know it sometimes is a "good business deal" to pay a
nuisance settlement, rather than the tens of thousands of dollars it costs to
' defend yourself in a civil trial. The City of Newport Beach has a reputation
(although not based in reality of late) of being a wealthy city with unlimited
financial resources. We believe this mobile video surveillance project will go a
long way towards placing us in a very strong position to defend ourselves with
' minimal legal expenses based on the very real evidence it will provide.
Lieutenant Riley's report documents a number of incidents where the
equipment has made the difference in those most serious of circumstances. Not
' unlike the City, our officers are tired of being subjected to false accusations and
the strain of being named in civil suits for actions which they know were lawful
and reasonable under the circumstances presented at the time. This equipment
' will allow us to provide defensible evidence of their performance in a very short
period of time and therefore, eliminate such unwarranted criticism as an issue.
' While I recognize it is always difficult to spend money in difficult economic times,
with the rising cost of litigation and the litigious society we live in, occasionally it
is necessary to "spend money in order to save money ". We are convinced this
is just such a case. As with our most recent experience, it would only take one
bad verdict to offset the entire cost of the project. We don't want to wait for the
next one.
' In conversations with the Finance Director, he believes the Internal Service
Fund established to deal with liability costs to the City, is an appropriate option
' for the Council to consider funding the project. The fund can be used for other
than direct legal costs. Assuming Council authorizes us to proceed for a
request for bids, the Finance Director would provide a report at the time of bid
award as to whether the financial market at that time warranted a
recommendation for outright purchase or a multi -year financed acquisition.
We will have a vehicle supplied by one of the equipment manufacturers at the
Council meeting in the event you would like a closer look at how the equipment
functions, and also, so the representative can answer any technical questions
which you may have regarding the nature of the equipment. We look forward to
your review of the proposal.
Respectful ubmitted,
Bob McDonell
CHIEF OF POLICE
CIS
1
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TABLE OF CONTENTS
•
I. Recommendation 1
Discussion 1
A. Enhance Criminal Prosecutions 3
B.
Reduce Civil Liability 4
C.
Provide a Unique Training Aid 5
D.
Increase Officer Safety 5
E.
Promote Positive Public Relations 6
F.
Reduce Founded Personnel Complaints 7
G.
Written Guidelines and Procedures 8
H.
Managing Videotapes Used in the System 8
1. Tape Storage 9
2. Tape Tracking 9
3. Tape Recycling 9
4. Releasing Tapes or Making Copies of Tapes 9
5. Videotape Custodian 9
I. Costs Associated with Implementing a Video System 10
1. Mobil Video Systems 10
2. Videotapes 11
3. Tape Tracking Computer System 11
4. Tape Containers and Storage Shelves 11
5. Storage Bin 11
6. Video Cassette Duplicator and Monitor 12
7. Tape Eraser 12
III. Conclusion 12
IV. Attachments
A. Appendix A 13
B. Appendix B 14
1
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1
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C. Appendix C
D. Appendix D
E. Appendix E
E
C�
15
16
17
I ' • •
CITY OF NEWPORT BEACH
POLICE DEPARTMENT
May 24, 1994
' TO: CHIEF OF POLICE
' FROM: Administrative Services Commander
SUBJECT: Mobile Video Systems Proposal
' Sir.
1. RECOMMENDATION:
This is a recommendation to purchase mobile video systems for all marked police
'
units used by swom officers of the Newport Beach Police Department; to
establish procedures for using video systems; and to implement a
comprehensive program for issuing, storing and retaining video cassette tapes
used in mobile video systems. Using video by field officers will enhance criminal
prosecutions, reduce civil liability, provide a unique training aid, increase officer
safety, promote positive relations between the Department and the public and
reduce founded personnel complaints. Implementing a video system must
include written guidelines and procedures for its use and must also include an
unimpeachable means of managing approximately 7,500 videotapes to ensure
'
the integrity of a total video monitoring system.
II. DISCUSSION:
'
Mobile video systems have been in use by police agencies from New Jersey to
California for the last several years. In the United States, police operated video
cameras have captured everything from routine contacts, drunk driving, and high
speed pursuits, to three men kicking, beating and shooting to death Officer
Darrell Lunsford in Garrison, Texas. The brutal murder of Officer Lunsford was
captured on the officer's own mobile video camera. The videotape provided
crucial information about who was responsible for the violence. It also provided
overwhelming evidence to the jury, who used the grisly footage to convict the
perpetrators ( "Miami Herald ", October 17, 1993).
In Orange County, the Sheriff's Department was the first law enforcement agency
in the Nation to furnish every marked patrol vehicle with videotaping capabilities.
The Orange County Board of Supervisors felt so convinced of the benefits of
videotaping incidents involving their deputies, they approved a $467,190 plan to
install cameras and taping equipment inside all 79 sheriff's patrol vehicles ( "Los
Mobile Video SystenSport
Page 2
Angeles Times ", March 18, 1992). In the short time since implementing the
system, videotape has captured sheriff's deputies making routine arrests;
stopping drunk drivers; enforcing traffic violations; being shot at by multiple
'
suspects fleeing a bank robbery; and being forced to shoot to death (in self
defense), a violent felon who ended a police pursuit by firing at least 15 rounds
of ammunition at pursing officers. A high ranking member of the department
feels strongly that without videotape of that incident which clearly justified the
deputy's actions, there would have been allegations the deceased was
'
"executed ".
The Sheriff's Department also found videotape footage to be a useful resource in
conducting personnel investigations. They discovered the number of personnel
investigations
'
and time spent investigating complaints decreased dramatically
since the use of videotape by deputies. The videotape evidence provides
conclusive evidence of what occurred and allows the investigator the ability to
'
render a more decisive opinion in a more timely manner.
Videotape also documented a high speed police pursuit by the Los Alamitos
Police Department which ended in a fatal traffic collision killing an innocent
mother and her two children. According to their police chief, the videotape
validated the pursuing officers description of what occurred and eliminated the
department as a contributing factor in the tragic collision.
In Anaheim recently, a police officer was forced to shoot a wanted felon, fleeing a
police pursuit in a vehicle. The officer was on foot and shot the suspect after the
suspect swerved his vehicle at the officer in an attempt to run him over. The
suspect
died from his wounds and claims of police misconduct immediately
surfaced. There were accusations by members of the suspect's family that the
suspect was killed without cause. Fortunately, a video camera in an assisting
Orange County Sheriff's Department vehicle captured the incident. A review of
the tape by the Chief of Police of Anaheim clearly showed the intentional
movement by the suspect which justified the officer's actions. Without videotape
of the incident, the officer, the Department and the City would have likely been
subjected to public criticism and civil liability. The incident received much media
attention initially until the videotape evidence was revealed. Ironically, there were
no further articles in local newspapers after that revelation.
Video was not present, however, when Officer Howard Dallies of the Garden
Grove Police Department was shot to death after stopping a motorcyclist in early
1993. Although the use of video may not have prevented the murder of Officer
Dallies, it would have provided invaluable information about what occurred and
who was responsible for the reprehensible act. Since the tragedy, the Garden
Grove Police Department is arranging to install video cameras in all of their
'
marked police vehicles.
In Newport Beach, several of our officers were videotaped, by an uninvolved
resident, while they were attempting to subdue an individual resisting arrest on
July 4, 1992. The videotape provided an uninvolved third party account of what
occurred and ultimately cleared our officers of any wrong doing. It also provided
�.
Mobile Video System4port •
Page 3
critical evidence used to convict the individual in court and as of this date,
precluded an unfavorable verdict in a resulting civil suit filed against the City.
Also, incidents taped by Police Video Producer Jan Anderson have proven
valuable in reducing liability to the City and in enhancing cases submitted for
criminal prosecution.
rThe
Newport Beach Police Department provides law enforcement services to a
permanent population of 68,400, a summer population of over 100,000 and a
tourist population that varies from 20,000 to 100,000 daily. In 1993, there were
69,304 documented contacts between citizens and Newport Beach Police
Department Employees. This number does not include those informal contacts
'
not documented in writing or where no action was required.
The very nature of police work and the sheer number of people contacted, often
places a police officer in an adversarial position. Controversy is a likely outcome
'
of any adversarial contact and without a credible, or impartial witness, a police
officer can be subjected to unnecessary criticism and malicious accusations.
This potentially places the City, Department and an officer, at the mercy of a
"frivolous"
1
law suit or increases the exposure to liability with little to defend
themselves. A police officer's conduct is subject to scrutiny before, during and
after any action from a variety of sources including video. Use of a reliable
'
mobile video system, equipped with true legal integrity features, capable of being
initiated by an officer, provides a way to overcome any subsequent concerns.
Video will provide an accurate and unbiased record of what actually occurred.
I
Technology is available today to equip a police unit with the ability to produce a
clear video and audio tape of what an officer does.
The following recommendations and implementation requirements will favorably
impact police work in the City of Newport Beach while reducing the exposure to
liability and criticism to the City.
' A. ENHANCE CRIMINAL PROSECUTIONS
' Using videotape to capture incidents encountered by our officers will certainly
enhance criminal prosecutions. Documenting criminal acts resulting in arrests
on videotape will produce a means of supplementing an officer's testimony as to
what actually occurred. The integrity of the technology of mobile video systems
on the market today, will withstand court scrutiny. They contain computer
generated tones super- imposed on the audio track of the tape to prove the
documented conversation has not been altered. Additionally, there are special
signals that display on the video track of the tape to ensure that it has not been
altered.
Criminal prosecutions will also be improved by providing evidence that can be
easily viewed by prosecutors, juries and courts depicting the incident and the
person(s) involved at the time it occurred. A superior court judge in Walton
County, Georgia, describes the use of videotape as "it puts the judge on the
scene .... it can be used for the state or the defense .... I don't hesitate to admit it as
evidence" ( "Los Angeles Times ", August 3, 1990). Video will undoubtedly
Mobile Video Systen&port
Page 4
discourage baseless defenses and encourage plea bargains. This will promote
swifter justice and less involvement in the court process by our officers. It will
also assist an officer in describing an incident in accurate detail resulting in
improved report writing and better testimony in court.
Agencies who have used mobile video systems have reported a reduction in the
number of cases requiring appearances in court by officers; in mandatory
appearance cases; in the number of traffic related cases challenged in court; and
in overtime dollars expended in court related matters. Those departments give
credit for the notable reductions directly to the use of video and audio tape to
document criminal misconduct which is readily available for evidence purposes in
court.
"more
Vendors of mobile video systems claim departments using them, have and
easier convictions .... with fewer and faster trials" ( "The Washington Post ", April
'
24, 1991). They claim video evidence relieves the judicial system and provides a
means of allowing officers "to spend less time in court and more time on the
street" ( "The Washington Post ", April 24, 1991). Another vendor, "DocuCam,"
1
claims "offenders who know they have been captured on audio and videotape are
much more likely to plead guilty". With these claims in mind and with proven
positive experience by agencies using mobile video systems, it is difficult to
argue criminal prosecutions will not be enhanced.
B. REDUCE CIVIL LIABILITY
Reducing exposure to civil liability for our officers and for the City is truly one of
the greatest reasons to implement a mobile video system for the uniformed
officers of the Newport Beach Police Department. Traditionally, our uniformed
officers, by virtue of their assignment, are subjected to the greatest risk of being a
parry to a civil suit. As such, they are the best candidates to take advantage of
modem technology which allow officers to video tape their actions for among
other reasons, self - protection against frivolous and fraudulent law suits.
Civil liability is a growing phenomenon plaguing government nationwide. With
'
shrinking revenues, increased operating costs, a quest for the deep pocket and a
growing concern of a lack of respect for authority, governmental entities must
employ every available measure to reduce liability claim losses. For example,
the Los Angeles City Council voted unanimously, despite revenue shortages, to
"experiment with installing video cameras in police cars to see if their presence
effects the behavior of suspects and officers or helps to provide evidence" ( "Los
1
Angeles Times ", August 31, 1993). This is based on a recommendation by the
"Christopher Commission" hired to evaluate the Department by the City Council
after the "videotaped beating of Rodney King" by Los Angeles Police Officers in
1991 ( "Los Angeles Times ", August 31, 1993). The total liability to the City of Los
Angeles as a result of this single incident has yet to be determined but a jury has
already awarded King 3.8 million dollars which must be paid by the City.
The City of Newport Beach is no exception to general liability claim losses.
Police related claims have cost the City over $6,143,195 between fiscal years
' Also, just knowing that you are being video taped makes everyone more aware of
the way they act, how they behave and what language they use to accomplish
their job. Those items alone promote training and encourage self examination
' and quality assurance.
D. INCREASE OFFICER SAFETY
As with training, using video will keep our officers more aware of what they are
doing and what is going on around them. In Newport Beach, our officers ride
Mobile Video SysteAport •
Page 5
1983 -84 and 992 -93. Of those millions paid out for settled claims, over
$2,571,558 was spent on attorney's fees. That is an average of $357,164 in paid
claims per year and $257,156 in attorney fees per year for the last ten years (see
'
related chart, Appendix A, page 13). It is felt that both the total dollars paid on
claims and those paid to attorneys by the City would be substantially less had
there been video tape of the incidents resulting in a civil suit. The City and the
Department cannot afford not to take advantage of available technology to
protect its employees and itself from liability.
tIn
a recent case, several of our officers, a supervisor and the City were sued in
Federal Court for allegedly violating the civil rights of a family during a high risk
traffic stop. Although the officers and the City were found not guilty of that
allegation, the jury assessed damages for the techniques the officers used and
for a search subsequent to the stop. The total claim loss to the City (including
attorney's fees), will in be excess of $200,000. The supervisor at the scene of
'
the incident (and co- defendant) is convinced that if there had been video tape of
the officers' actions (which would have shown the officers acted properly), there
would not have been any damages awarded to the plaintiffs.
Use of videotape to document the actions of officers in the field is not without
risk. Videotape will document what happens, even errant behavior by an officer.
'
In some cases, video tape could potentially increase the City's liability if it is
determined that an officer acted inappropriately. We believe, however, that in
nearly all instances, our officers perform their duties according to policy, proper
procedure and in compliance with the law. The likelihood of video providing
favorable evidence of an officer's actions and reducing civil liability, far outweighs
the risk of it being detrimental and increasing the exposure to liability.
iC.
PROVIDE A UNIQUE TRAINING AID
Use of a video system would provide a unique training tool for new recruits and
'
veteran officers alike. It is a convenient method for an officer to study their own
actions such as how they approach a driver, administer a sobriety test, interact
'
with the public, and drive under hazardous conditions to name a few. It also
allows a training officer to provide visually, immediate feedback to a trainee as to
how they handled a particular situation. Having the ability to personally review a
videotape to critique your own tactics in a particular incident, will help to
reinforce proper performance and serve as a reminder to correct substandard
behavior.
' Also, just knowing that you are being video taped makes everyone more aware of
the way they act, how they behave and what language they use to accomplish
their job. Those items alone promote training and encourage self examination
' and quality assurance.
D. INCREASE OFFICER SAFETY
As with training, using video will keep our officers more aware of what they are
doing and what is going on around them. In Newport Beach, our officers ride
.
Mobile Video Systen&port
Page 6
ralone
a majority of the time. Video will serve as an unbiased partner capable of
documenting an officer's actions and confirming what the officer claims actually
occurred. It will also be an aid to ensure compliance with good officer safety
practices.
Video will add another tool to an officer's arsenal of defensive weapons. Just the
fact an officer's vehicle is equipped with videotaping capabilities, will be a
deterrent to most people contemplating a confrontation with an officer or of
resisting the actions of an officer. As with other defensive tools (police dogs and
pepper spray), an officer merely informing a person about its existence or
threatening its use, will prevent many violent acts. It will encourage a peaceful
solution to the situation at hand without compelling
an officer to resort to physical
'
force. Using video will encourage officer safety and discourage confrontational
actions by those encountered by our officers.
E PROMOTE POSITIVE PUBLIC RELATIONS
Promoting positive public relations between the police and the community is the
1
primary mission of our department. The following represents the current mission
statement of the Newport Beach Police Department:
The mission of the Newport Beach Police Department is to provide the finest
police service possible. The quality of life in a community reflects the degree
to which the community and the police have developed a positive working
relationship of trust and respect.
The success of this department is largely a result of the support and
cooperation it receives from the people it serves. This department remains
committed to securing and maintaining the confidence, respect and approval
of the public it serves and protects.
tThe
personal conduct of each member of the department is the primary
factor in promoting public trust. Tact, patience, and courtesy shall be
employed in all circumstances. He or she shall maintain a positive
professional attitude and demeanor devoid of any expression of biases or
prejudices.
Finally, it is important that all department members demonstrate the
knowledge, ability, and courage to provide the highest level of police service.
It is imperative that all employees do a professional job, but it is of equal
importance that the public believe such is the case.
Videotaping the actions of police officers is becoming more common, in part, as a
'
means of enhancing relations between law enforcement and the public they
serve. As mentioned, the Orange County Sheriff's Department became the first
agency in the Nation to equip all of its marked police vehicles with video
cameras. Their intent according to Assistant Sheriff Dennis LaDucer was in part
"to build confidence.... in the public that they can trust us, and we're willing to
record what we do to build it" (Los Angeles Times ", March 18, 1992). The
Mobile Video System0port
Page 7
Assistant Sheriff also said "We're demonstrating that we're not fearful about what
we do out there" ( "Los Angeles Times ", March 18, 1992).
The proposal to use videotape according to advocates, comes at a time when
"tensions over charges of police brutality have increased ....the videotaping
should cut down on conflicting testimony and guesswork in traffic stops, arrests,
'
and other incidents of confrontations between law enforcement officers and the
public" ( "Los Angeles Times ", March 18, 1992).
rPolitical
figures in Orange County have voiced support in using video tape by
police agencies. Supervisor Gaddi Vasquez said in a newspaper interview that
"he wished the cameras were available when he was a police officer" and that
"having
the capability to videotape police activities benefits everybody involved
and signals the new trend in California ". Dana Point Mayor Mike Eggers told the
"Los Angeles Times" that "videotaping is an excellent idea ... A lot of people no
ilonger
hold law enforcement in high esteem, and this should counter that."
Newport Beach is not exempt from the need to improve public relations and build
1
a greater trust with the public. The Police Department in particular, is subjected
to added scrutiny from others as a result of recent media attention focused on
law enforcement agencies in general. It is unfortunately common to read media
reports alleging excessive force, racial prejudice, erosions in credibility and
ethics, and sexual misconduct by police officers. Highly publicized allegations of
misconduct by members of our Department over the past couple of years,
emphasizes the need to ensure the public's confidence in their police
department. Using videotape will certainly demonstrate the Department's
commitment to ensure quality service to and protection of the community.
iE.
REDUCE FOUNDED PERSONNEL COMPLAINTS
As stated earlier, the mission of the Newport Beach Police Department is to
provide the finest police service possible. At times, officers are involved in
adversarial situations and are subjected to accusations of misconduct. In 1992,
there were 71 personnel investigations (31 initiated externally, 40 initiated
'
internally), alleging misconduct by a police employee. In 1993, there were 50
personnel investigations (21 initiated externally, 29 initiated internally), alleging
misconduct by a police employee. These complaints were investigated by a
police supervisor and in most cases, a supervisor in the Professional Standards
Unit. There were also numerous other internal investigations handled
administratively which are not included in the above numbers. Any complaint
alleging misconduct is thoroughly investigated, which is a very time consuming
process. Many allegations of misconduct have only the word of the accused
officer and person making the accusation available to the investigator in
determining what occurred. These cases are difficult to resolve and often leave
the matter as not sustained instead of a more decisive conclusion. This can be
very discomforting for the accused employee and dissatisfying to the person
making the accusation. Having video tape of the event in question would most
likely provide conclusive evidence of what occurred and allow the investigator to
render a decisive opinion.
' It is essential that written guidelines are developed prior to the implementation of
a mobile video system. Those guidelines should include training users in "both
the procedures and equipment" ( "Law and Order ", page 79, April, 1994). The
written guidelines should include mandatory and discretionary uses of the
system; responsibilities of the user of the system; videotape care, control and
inventory; release of videotapes and copies; and videotape handling and storage
to ensure integrity. The guidelines should also specify criteria for reviewing tapes
and should prohibit random reviewing by others.
H._ MANAGING VIDEOTAPES USED IN THE SYSTEM
It is estimated that it will require approximately 7,500 videotapes to legally and
efficiently operate the proposed mobile video system. It will be necessary to
purchase a "commercial quality VHS" tape for use in the system (see Appendix
D, page 15). This amount includes sufficient videotapes to issue each uniformed
sworn officer (with the exception of officers assigned to motorcycle patrol and
bicycle patrol) a tape every shift they work. It is also includes retaining those
tapes for a minimum of 180 days (as recommended by the City Attorney's Office),
and keeping those booked as evidence for an indefinite period of time. 7,500
tapes should be sufficient to handle the requirements of the video systems for at
least the first year of operation. It will be necessary to purchase some new tapes
every subsequent year to replace damaged and worn ones.
Mobile Video Systemsport
Page 8
Steps have been taken internally in recent years to reduce allegations of
misconduct through extensive and innovative training. This has resulted in a
reduction in complaints in general. Additional action is still required to resolve
allegations conclusively and to minimize the trauma caused to the accused
employee by being investigated. Videotaping the actions of our officers would
'
undoubtedly help to resolve these issues. This has been demonstrated by the
Orange County Sheriff's Department. Management of the Sheriff's Department
claim that since implementing mobile video systems, they have not only seen a
reduction in allegations of misconduct by deputies but were able to unfound 60
'
out of 61 complaints after viewing the officer's videotape. This is powerful
evidence of the effect that videotaping has had on personnel investigations and
to reaffirm the opinion that the Department does its job professionally and within
'
policy and the law.
' It is essential that written guidelines are developed prior to the implementation of
a mobile video system. Those guidelines should include training users in "both
the procedures and equipment" ( "Law and Order ", page 79, April, 1994). The
written guidelines should include mandatory and discretionary uses of the
system; responsibilities of the user of the system; videotape care, control and
inventory; release of videotapes and copies; and videotape handling and storage
to ensure integrity. The guidelines should also specify criteria for reviewing tapes
and should prohibit random reviewing by others.
H._ MANAGING VIDEOTAPES USED IN THE SYSTEM
It is estimated that it will require approximately 7,500 videotapes to legally and
efficiently operate the proposed mobile video system. It will be necessary to
purchase a "commercial quality VHS" tape for use in the system (see Appendix
D, page 15). This amount includes sufficient videotapes to issue each uniformed
sworn officer (with the exception of officers assigned to motorcycle patrol and
bicycle patrol) a tape every shift they work. It is also includes retaining those
tapes for a minimum of 180 days (as recommended by the City Attorney's Office),
and keeping those booked as evidence for an indefinite period of time. 7,500
tapes should be sufficient to handle the requirements of the video systems for at
least the first year of operation. It will be necessary to purchase some new tapes
every subsequent year to replace damaged and worn ones.
Our department has used videotape to document actions in our jail for over a
year. Recently, a male arrested for an alcohol related charge complained that
excessive force had been used against him by Department employees while in
our jail. A review of the videotape provided conclusive evidence the accuser was
not subjected to any excessive use of force while in custody and had provided
false and misleading information about what occurred. The video tape allowed
the investigating supervisor to immediately unfound the complaint without
'
subjecting the involved employees to the experience of a stressful investigation.
It undoubtedly also prevented the Department from being sued for another
frivolous complaint.
G. WRITTEN GUIDELINES AND PROCEDURES
' It is essential that written guidelines are developed prior to the implementation of
a mobile video system. Those guidelines should include training users in "both
the procedures and equipment" ( "Law and Order ", page 79, April, 1994). The
written guidelines should include mandatory and discretionary uses of the
system; responsibilities of the user of the system; videotape care, control and
inventory; release of videotapes and copies; and videotape handling and storage
to ensure integrity. The guidelines should also specify criteria for reviewing tapes
and should prohibit random reviewing by others.
H._ MANAGING VIDEOTAPES USED IN THE SYSTEM
It is estimated that it will require approximately 7,500 videotapes to legally and
efficiently operate the proposed mobile video system. It will be necessary to
purchase a "commercial quality VHS" tape for use in the system (see Appendix
D, page 15). This amount includes sufficient videotapes to issue each uniformed
sworn officer (with the exception of officers assigned to motorcycle patrol and
bicycle patrol) a tape every shift they work. It is also includes retaining those
tapes for a minimum of 180 days (as recommended by the City Attorney's Office),
and keeping those booked as evidence for an indefinite period of time. 7,500
tapes should be sufficient to handle the requirements of the video systems for at
least the first year of operation. It will be necessary to purchase some new tapes
every subsequent year to replace damaged and worn ones.
Mobile Video System4kport
Page 9
1. Tape Storage
In order to maintain the integrity of the information contained on the
videotapes used in the system and in compliance with the rules of evidence,
the tapes must be stored in a secure area. The property room at the Police
Department has a secure area with restricted access which would be ideal for
tape storage. The area requires modification, installation of storage shelves,
and purchase of storage containers. For compliance and convenience
' reasons, a separate secure storage container must also be purchased for the
patrol division briefing room where officers can deposit their video tapes at the
end of their assigned shifts. The tapes will be transferred from this location to
' the property room daily and retained as per established policy.
2. Tape Tracking
One the most difficult tasks associated with implementing a mobile video
system is the tracking and inventory of tapes. The Orange County Sheriff's
Department developed a computerized tracking system capable of
' inventorying, identifying, and locating a tape wherever it is in the process. A
computerized system is essential due to the number of tapes, officers
involved and evidence potential. It will be necessary to purchase a computer
t and develop a tracking program to ensure the efficiency and integrity of a total
video system.
' 3. Tape Recycling
Tapes not booked as evidence and retained beyond the 180 day requirement
or tapes no longer needed for evidence, will be erased and recycled. The
integrity feature of the video cassette recorder encodes the tape to prevent
erasing or taping over recorded information. It is necessary to purchase a
' bulk tape eraser specially designed to erase the tapes so they may be
reused.
4. Releasing Tapes or Making Copies of Tapes
Due to the evidentiary value of the information on the videotapes and
' experience by other police agencies who have implemented a mobile video
system, it is anticipated there will be continuous requests to either view or
obtain copies of the tapes. This will require purchasing a tape duplicator and
monitor to review and reproduce the tapes and placing them in the property
room. This is necessary to maintain the integrity of the storage process and
ensure employee efficiency.
' 5. Videotape Custodian
The vast number of tapes required to operate a mobile video system, the
' evidentiary value of each tape used, and the physical location of the tapes will
require an additional person or persons to manage the process. The Orange
County Sheriff's Department manages approximately 5,000 video tapes in
.
Mobile Video System port
Page 10
their North County Operations Bureau. They found it necessary to hire a full
time employee as the tape custodian. The number of tapes, processing
requirements at both their headquarters and contract City require about 40
man hours per week. I recommend that an additional full time property officer
be hired to manage the videotapes. In view of the difficult economic
conditions and elimination of positions at the Police Department, the likelihood
'
of creating a new position is remote. Tape management could possibly be
handled by "QUALIFIED VOLUNTEERS" (who would require specialized
screening and training) or by the current property officer if volunteers were
'
able to handle other related duties (except those involving evidence
managing), he is responsible for.
I. COSTS ASSOCIATED WITH IMPLEMENTING A VIDEO SYSTEM
Cost estimates for the implementation of a mobile video system are based on
purchasing 29 units for all marked police vehicles used by sworn officers of the
Police Department, 2 units for the police helicopters; enough video tapes to
accommodate at least one year's requirements (7,500); a computer system and
program for tracking the tapes; containers and shelving for storage; a remote
storage bin capable of being placed in the Patrol Division briefing room; a video
cassette duplicator and monitor for reproducing tapes; and a bulk tape eraser to
recycle used tapes. Costs do not include maintenance other than what is
covered by a limited manufacturers warranty which varies by vendor.
'
1. Mobile Video Systems
There are four major vendors of mobile video systems we had contact with for
this project. The vendors are Alpha Cam, DocuCam, ComTec and Eagle
Eye. Their basic systems are similar as each has a camera, monitor, control
panel, remote microphone and video cassette recorder. Each company's
specifications vary between features and options offered and costs related to
those options. The video systems range in price between $4,000.00 for a
basic unit excluding installation and without some of the necessary features,
to $4,785.00 for a complete system including installation. No vendor currently
has a system specifically designed for helicopter use. Two of the vendors,
"Alpha Cam" and "Crim Teo" feel their basic units, with slight modifications,
'
are capable of being installed in a helicopter. The total cost for 31 units range
in price from approximately $138,997.00 to $161,123.96, including sales tax.
Refer to Appendix B, page 14 for a complete cost comparison. Maintenance
is covered for the first year by all vendors and two years for one vendor
through a limited warranty. Extended warranty packages are available at
extra costs. It is recommended we consider purchasing an extended
'
warranty to cover any maintenance requirements for the first three years of
operation. "Crim Teo" offers a one year extended warranty for $360.00 per
unit and a two year extended warranty for $720.00 per unit (refer Appendix B,
page 14).
Mobile Video Systemokport
Page 11
2. Videotapes
Videotapes are available from a variety of sources including one video system
vendor, "Crim Tec ". The tapes should be a commercial grade capable of
multiple uses under varying climate conditions. "Crim Tec's' videotapes are
available at a cost of approximately $3.00 each. Their tapes are red in color,
are engraved with the department's name on them and are marked
"evidence" for easy identification. These items are important as the tapes
need to have special handling and are potentially evidence. As mentioned,
we would need approximately 7,500 tapes in order to ensure each officer has
a tape each day and to keep tapes a minimum of 180 days as recommended
by the City Attorney's Office. The cost for these tapes (including sales tax), its
'
approximately $24,243.70.
3. Tape Tracking Computer System
Tracking tapes for future recycling, evidence requests and inventory purposes
will require a computer system and program. To ensure efficiency, evidence
integrity and convenience, it is recommended a computer system, printer, bar
code software and programming be included as an implementation
requirement. A complete tracking system will cost about $14,837.00 (refer
'
Appendix C, page 15 for an itemized list).
4. Tape Containers and Storage Shelves
'
The tapes used in the proposed mobile video system will require special
handling and storage. The obvious location for tape storage is the secure
evidence area in the property room. There is currently an unused portion of
'
the secure area which would be ideal and would require only minor
modification to the existing storage system. Tapes would be placed in plastic
containers which would hold 40 tapes each (the estimated maximum number
'
used per day). Those plastic containers would then be placed on shelves
built in the property room. The plastic containers cost $14.30 each and it
would require 188 containers to handle 7,500 tapes at a cost, including tax, of
$2,896.75.
Two vendors estimate that shelving would cost approximately $2,000.00 plus
'
approximately $900.00 to purchase a rolling ladder to access the tapes which
would be stored at a height of up to 12 feet. The ladder is an industrial grade
platform which is required due to the configuration of the storage area and the
'
heights to which the tapes will be stored. It also meets "CAUOSHA" safety
standards.
'
5. Storage Bin
A securable storage bin is required to temporarily hold tapes between the
'
time the officers complete their shift and the time the tape is physical logged
into property. The logical place to locate this bin is in the Patrol Division
briefing room. A cost to purchase this item is not known as several different
I
I
Mobile Video Systemoport
Page 12
0
storage configurations are possible. Until procedures are established,
selecting the correct bin is not recommended. It is anticipated the cost will not
exceed $1,000.00, including sales tax.
6. Video Cassette Tape Duplicator and Monitor
It is anticipated there will be continuous requests for tape copies from a
number of sources and for a variety of reasons. It will be necessary to
preserve evidence and protect the integrity of the original tapes so the
duplicating equipment should be located in the property room. It is also
necessary to provide a copy of only the incident in question and not the
information contained on the entire tape. The costs for the duplicating
process will be approximately $4,700.00 for an edittplayer, $2,400.00 for the
duplicator and $500.00 for a monitor. The estimated total cost, including tax,
is $8,189.00.
7. Tape Eraser
'
One of the features common on all systems reviewed for this proposal is tape
integrity assurance. Audio and video signals are encoded on the video tapes
used in the system which prevents over recording or tapering with the tape in
any manner. With this capability, the only way to recycle tapes is to erase
them with a special tape erasing system. "Crim Tec" has a tape erasing
system they recommend which costs, including sales tax, $1,072.11.
'
In summation, the cost of implementing a total video monitoring system versus
the costs paid for police related liability claims would best be compared to the
old cliche "pay me now or pay me later ". It is highly recommended all equipment
'
reviewed be purchased prior to implementing a mobile video system. Refer to
Appendix D, page 16 for a complete cost for implementation.
III. CONCLUSION:
There is a need to reduce the exposure to liability to the City, Police Department
'
and individual officers who are subjected daily to adversarial situations. As
mentioned, the costs in liability claims and in personal trauma to our employees
over the past ten years are tremendous. Documented experience by law
enforcement agencies nationwide, demonstrate that implementing a mobile
video system will favorably impact liability and personnel issues. It will also
enhance criminal prosecutions; provide a unique training aid; promote positive
'
public relations between the police and the public; reduce founded personnel
complaints; and increase officer safety.
Respectfully submitted,
Tim Riley, Lieutenant
Administrative Services Commander
Appendix A
City of Newport Beach
Police Related Claims
('NOTE: Anticipated amounts based on cases pending.)
F4rLltlluntu�, -40M
Eg
Claims Paid Attorney Fees
13
•
•
Appendix B
VIDEO SYSTEM COMPARISON
ALPHA CAM 200 1 DOCU CAM II I CRIM TEC 6000 1 EAGLE EYE 101 -93
MOBILE VIDEO UNIT
COST (29)
$4,000.00
$4,525.00
$4,785.00
$4,750.00
HELICOPTER VIDEO
$4,000.00 (Approx. Cost-
Unknown
$158.80
$175.00
COST (2)
Optional Equipment Needed)
Not Available
$5,385
Not Available
INSTALLATION
$200.00 ($1,200.00.WIII Be
Unknown
$4,926.83
$5,075.00
COST PER UNIT
Deducted If All 29 Units Are
Included
Included
Included
TOTALPURCHASE
Purchased At One Time)
WARRANTY
2 Years (Extended Available-
1 Year (1 Year Extended -$360
Per Unit/2Year Extended -$720
1 Year
1 Year (1 Year Extended
SALES TAX
Cost Is Not Known)
Per Unit)
Available -Cost Is Not Known)
MONTHLY LEASING
COST PER UNIT
$122.70
Unknown
$158.80
$175.00
TOTAL LEASING
COST PER MONTH
$3,803.62
Unknown
$4,926.83
$5,075.00
FOR 36 MONTHS
TOTALPURCHASE
PRICE INCLUDING
$138,997.00
$141,394.94'
$161,123.96
$148,425.63'
SALES TAX
RECOMMEDED
OPTIONAL
EQUIPMENTCOSTS
$761.00
Unknown
None
None
PER UNIT
These figures are estimates only, specific features vary by vendor and optional equipment is required for some units.
14
�� i i i i� i i i� i l>♦ i i i l� i�
•
•
'
Appendix C
'
Patrol Unit Video System Tape Tracking Workstation
'
Item
PowerBook Duo 270c 12MB Hard Disk 240
Qty
1
Price
$2,855
Subtotal
$2,855
PowerBook Duo Dock (1 MB VRAM) HD 230
1
$715
$715
Color Display (17 ")
1
$904
$904
Extended Keyboard
1
$160
$160
LaserWriter Pro 630
1
$1,786
$1,786
Macintosh Software
1
$1,950
$1,950
'
Ethernet Card
1
$150
$150
Bar Code Scanner
1
$1,500
$1,500
Bar Code Software
1
$1,250
$1,250
'
Bar Code Printer
1
$2,500
$2,500
Subtotal
$13,770
'
Tax (7.75°,6)
$1,067
'
1
TOTAL
$14,837
1
'
Page 15
1
1
1
Ll
Appendix D
Estimated Equipment Costs Associated with Mobile Video
System Implementation
31
Mobile Video Systems
$161,123.96
31
2 Year Extended Warranties ®$720 per unit
22,320.00
7,500
Videotapes
24,243.70
1
Tape Tracking Computer System
14,837.00
188
Tape Containers
2,896.75
Misc.
Shelving
2,000.00
1
Ladder
900.00
1
Storage Bin
1,000.00
1
Tape Editor /Player
5,064.25
1
Tape Duplicator
2,586.00
1
Monitor
538.75
1
Bulk Tape Eraser
1.072.11
TOTAL
16
$238,993.52
OFFICE OF THE CITY ATTORNEY
May 31, 1994
' TO: Kevin Murphy
FROM: Robert H. Burnham
' SUBJ: Mobile Video Surveillance Equipment
In my opinion, the installation of mobile video systems on
' Police patrol units will reduce the number of claims and lawsuits
filed against the City, increase our chances of prevailing in
frivolous cases, and reduce the amount of money spent on attorneys
fees and judgments. The Department's willingness to install this
equipment confirms its continuing policy and practice of using only
that force reasonable and appropriate under the circumstances. The
following summarizes the benefits of a mobile video system in terms
' of claims investigation, liability and litigation.
1. The presence of a mobile video system will serve as a
' deterrent to the unlawful use of force by arrestees and
detainees. Even intoxicated suspects are more likely to
behave when they are made aware that all of their actions are
being preserved on tape.
2. The vast majority of police related claims are unfounded.
However, in the absence of independent witnesses or video-
' tape, the investigative process can be extremely time
consuming. Videotape will reduce the time necessary to
investigate these claims and ensure accurate conclusions are
' drawn regarding an officer's conduct.
3. Video recordation of an incident is the best evidence of the
actions of involved officers and suspects. In the vast
majority of cases, the presence of a videotape of the incident
will be a disincentive to filing a lawsuit and /or the type of
conclusive evidence necessary to obtain a dismissal before
' trial. The costs of defending these claims will be
dramatically reduced.
' 4. Installation of mobile video surveillance equipment on patrol
vehicles is also conclusive evidence that the City and the
Police Chief do not condone the unreasonable use of force by
officers. The vast majority of excessive force cases are
filed as civil rights violations. Civil rights liability is
17
Appendix
E
CITY OF NEWPORT
BEACH
OFFICE OF THE CITY ATTORNEY
May 31, 1994
' TO: Kevin Murphy
FROM: Robert H. Burnham
' SUBJ: Mobile Video Surveillance Equipment
In my opinion, the installation of mobile video systems on
' Police patrol units will reduce the number of claims and lawsuits
filed against the City, increase our chances of prevailing in
frivolous cases, and reduce the amount of money spent on attorneys
fees and judgments. The Department's willingness to install this
equipment confirms its continuing policy and practice of using only
that force reasonable and appropriate under the circumstances. The
following summarizes the benefits of a mobile video system in terms
' of claims investigation, liability and litigation.
1. The presence of a mobile video system will serve as a
' deterrent to the unlawful use of force by arrestees and
detainees. Even intoxicated suspects are more likely to
behave when they are made aware that all of their actions are
being preserved on tape.
2. The vast majority of police related claims are unfounded.
However, in the absence of independent witnesses or video-
' tape, the investigative process can be extremely time
consuming. Videotape will reduce the time necessary to
investigate these claims and ensure accurate conclusions are
' drawn regarding an officer's conduct.
3. Video recordation of an incident is the best evidence of the
actions of involved officers and suspects. In the vast
majority of cases, the presence of a videotape of the incident
will be a disincentive to filing a lawsuit and /or the type of
conclusive evidence necessary to obtain a dismissal before
' trial. The costs of defending these claims will be
dramatically reduced.
' 4. Installation of mobile video surveillance equipment on patrol
vehicles is also conclusive evidence that the City and the
Police Chief do not condone the unreasonable use of force by
officers. The vast majority of excessive force cases are
filed as civil rights violations. Civil rights liability is
17
Appendix E
rlimited to the individuals involved in the incident unless the
Police Chief and /or City Council have adopted or approved a
' policy or practice condoning or causing the unreasonable use
of force. A willingness to install video equipment on patrol
vehicles is clearly inconsistent with any such policy or
' practice.
5. Videotape evidence will also be helpful to the City in any
case where an officer has used excessive force. In a case
' where force is clearly excessive, the videotape would be
persuasive evidence in any disciplinary proceeding initiated
against the involved officer.
' The Police Chief has described other benefits associated with
the installation of video cameras on police patrol vehicles. We
concur with the Chief's conclusions and are convinced that
installation of video cameras will s ificantly reduce the amount
of, and costs attendant to, police,lated litigation.
' Robert H. Bur
' City Attorney
RHB:gjb
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