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HomeMy WebLinkAbout6.3 Motion to approve a change order for the purchase of 26 Cradlepoint R1900 routers that increase the 5-year agreement with Axon Enterprise, Inc annual cost to $9,208.32, for a total of $46,041.60 over a 5-year period, and with a new total amount not toM+awn �'xyt�lts�=e Item Cover Page Subject Motion to approve a change order for the purchase of 26 Cradlepoint R1900 routers that increase the 5-year agreement with Axon Enterprise, Inc annual cost to $9,208.32, for a total of $46,041.60 over a 5-year period, and with a new total amount not to exceed of $1,764,804.40 Meeting August 19, 2025 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD Fiscal Impact (Y/N) Y Dollar Amount $82,498.00 Budget Source Police Department Technology Replacement Fund Category CONSENT AGENDA Type Budget Item Information In August of 2024, the Police Department and Village IT Department began working with Axon Enterprise, Inc to draft a quote for Axon Body 4 body -worn camera's and Fleet 3 in -car video camera's for the Police Department's patrol fleet. As part of that package, a Cradlepoint router is required for each squad car. The Cradlepoint router plays a crucial role in enabling the full functionality of the Axon Fleet 3 in -car camera system. It acts as the central communication hub for the entire in -vehicle setup, providing reliable and secure wireless connectivity for our squad cars. The Police Department utilizes the Verizon private network for the cellular network for our squad cars. The VPN creates a dedicated and highly secure cellular network for our department, separate from the public internet. This tailored network allows for enhanced security, customized performance, and greater control over our department's critical data and devices. During the early quote discussions, Axon suggested using the Cradlepoint R920 router for the project. Village IT staff advised the Axon team that our police department used the Verizon private network. Axon advised the R920 router would work with the network. The quote was then completed and the Cradlepoint R920 was specified for the work. The Village Board approved the 5-year agreement with Axon Enterprise, Inc at the December 3, 2024, meeting for a total amount not to exceed $1,718,762.80. The cover memo and Axon quote from December 3, 2024, are attached. Discussion Prior to installation of the Fleet 3 in -car camera system and Cradlepoint R920 router by the Axon install team, the Axon install team made the determination that the R920 router was not compatible with the Village's VPN. Each department squad car would have a computer, Fleet 3 camera, and Axon hub that all need to communicate with each other. Each of these pieces of hardware requires an ethernet connection to the router to allow them to communicate with each other and the cellular network. The R920 router that was originally specified for the work only has 2 ethernet ports and 3 are required to properly connect these devices. The Axon Fleet 3 installation team made the determination that the Cradlepoint R1900 router would be needed for the installation. The Cradlepoint R1900 router contains 4 ethernet ports and would allow for the computer, Fleet 3 camera, and Axon hub to all be connected and communicate with each other and the cellular network as intended. The R1900 however, comes at an increased cost over the R920 that was originally specified and priced into our department Axon contract. Purchasing the Cradlepoint R1900 routers would increase the annual cost by $16,499.60 over 5 years with a total cost of $82,498.00. This cost would be split over 5 annual payments over the life of the 5-year contract. The Police Department would then receive an annual credit from Axon for the cost of the 26 Cradlepoint R920 routers that were originally included in the Axon contract. Axon will credit our annual contract payment in the amount of $7,291.28 for the return each year over the 5-year life of the contract. The total credit over the 5 years of the contract will be $36,456.40. The net annual increase would be $9,2008.34 with a total increase of $46,041.60. Alternatives 1. Accept the change order for the purchase of 26 Cradlepoint R1900 routers that increase the 5-year agreement with Axon Enterprise, Inc annual cost to $9,208.32, for a total of $46,041.60 over a 5-year period, and with a new total amount not to exceed of $1,764,804.40. 2. Action at the discretion of the Village Board. Staff Recommendation Motion to approve a change order for the purchase of 26 Cradlepoint R1900 routers that increase the 5-year agreement with Axon Enterprise, Inc annual cost to $9,208.32, for a total of $46,041.60 over a 5-year period, and with a new total amount not to exceed of $1,764,804.40 ($1,718,762.80 + $46,041.60). Attachments 1. 12.03.2024 Axon Cover Page and Quote 2. ADM 25-165 Request to Purchase New Cradlepoint Routers 3. Axon Quote-R1900 Routers M+awn �'xytlts�=e Item Cover Page Subject Motion to accept the proposed five-year agreement with Axon Enterprise for the purchase of 90 Axon body -worn cameras, 26 in -car cameras, and a digital evidence management system to include hardware, accessories, installation and software for a 5-year period with an annual cost of $343,752.56 and a total cost not to exceed $1,718,762.80. Meeting December 3, 2024 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD Fiscal Impact (Y/N) Y Dollar Amount $1,718,762.80 Budget Source CIP Technology Replacement Fund Category VILLAGE MANAGER'S REPORT Type Budget Item Information Current WatchGuard mobile -video recorder in -car cameras and body -worn cameras were purchased in 2019 and 2020 respectively. The equipment is reaching its end -of -life and is in need of replacement. The Department is also looking to make a number of improvements and increase efficiencies to enhance capabilities in the areas of digital evidence collection and management. Staff looked at camera providers and determined Axon Enterprise, Inc. was best suited to satisfy the Department's needs. Axon provided a comprehensive proposal to replace existing body -worn cameras and in -car cameras with improved hardware and to also fulfill our need for improvements in digital evidence collection and management. The proposed 5-year agreement with Axon would provide the police department with the following equipment and software. Discussion Axon Body 4 The Department's current WatchGuard V300 body -worn cameras have experienced numerous reliability issues in their 4 years of service. There are currently 90 V300 body -worn cameras in service. 60 of the body -worn cameras and 170 detachable body -worn camera batteries have been replaced since May 2021 for various reasons. Staff have reported numerous issues with the V300 body -worn cameras audio periodically cutting out. Staff manually resets all 90 body - worn cameras once a week to remedy this audio issue. This agreement with Axon would provide the department with Axon Body 4 body -worn cameras. The Axon Body 4 body -worn camera is used by most major police departments in the United States, including the Chicago Police Department, Los Angeles Police Department, and the Dallas Police Department. The majority of communities surrounding Mount Prospect also use Axon body -worn cameras. The Axon Body 4 is the most popular police body -worn camera on the market. Officers field tested these cameras for 90 days and found them to be reliable. The Body 4 batteries lasted well beyond the end of the testing officers shifts. This proposed agreement with Axon provides for a hardware refresh at 2 1/2 years and 5 years. The department would receive brand new body -worn cameras at the middle and end of the contract. Further improving the reliability of officers' body -worn cameras. Issues with the Body 4 that develop between replacement periods will be fully covered by warranty at no additional cost to the Department. Axon Fleet 3 The Department currently utilizes the WatchGuard Mobile Video Recorder for an in -car camera in every front-line patrol vehicle. The WatchGuard in -car cameras are reaching their end -of - life and are in need of replacement. The Axon Fleet 3 Mobile Video Recorder is an advanced in -car camera system ensuring high quality video capture for patrol vehicles. The cameras are covered with a full warranty and a hardware refresh after 5-years. Installation of the Axon 3 camera into the Village's fleet of 26 front-line patrol vehicles is included in the price of this contract. Unlimited Axon and 3rd Party Storage and Channel Services There is currently no central location where all of the Department's digital evidence can be stored. Body -worn camera and in -car video media is stored in WatchGuard's EvidenceLibrary.com cloud -based storage system. Evidence photos are stored on the Lynx cloud -based system and any third -party media (store video, Ring video, cell phone video, photographs, etc) is stored on a USB drive or DVD and then placed into the Evidence Room. This fragmenting of digital media makes it difficult and time-consuming for staff to obtain videos needed for investigations. The Axon agreement allows for the storage of media (body -worn camera, in -car video, evidentiary photographs, and 3rd party videos such as witness cell phone video, Ring doorbell video, or store surveillance video) in one location; that being Axon's Evidence.com cloud - based digital media storage site. Another benefit of Axon's Evidence.com cloud -based site is the ability to easily share photos and videos with other law enforcement agencies and the Cook County State's Attorney's Office. Evidence.com is the Cook County State's Attorney's preferred method for sharing digital media. Evidence.com is fully CJIS compliant and is rated FedRamp High, the certification required by most Federal agencies and Federal contractors. The Channel Services feature, included in this agreement with Axon, will transfer any existing videos stored on the current WatchGuard EvidenceLibrary.com storage system and move it over to Axon's Evidence.com system. Redaction Assistant Records staff currently utilizes the Motorola WatchGuard Redactive Assistant redaction software. FOIA laws require redacting specific elements of a body -worn or in -car camera video before it can be released. The Records Section receives an average of 7-10 FOIA requests for camera footage per week. It takes approximately 4-hours to properly redact a 30-minute body -worn camera video. The Axon Redaction Assistant utilizes artificial intelligence to improve the time it takes to redact a body -worn camera video for a FOIA request. Axon estimates it would take approximately 1-hour to redact a 30 minute body -worn camera video using Axon's redaction software. Given the number of FOIA requests the department receives, staff estimates the Axon Redaction Assistant will save Records staff multiple hours of labor time per week in redactions. Community Request and Portal Video evidence is a key part of most investigations. If a Patrol Officer or Investigator currently wants to obtain a video from a witness, such as a cell phone video or store surveillance video, they have to drive to the location and pick up the footage. This can be a very time-consuming process. With Axon's Community Request feature, if a Patrol Officer or Investigator needs a video or photo, they use an app on their cell phone and text a link to the witness. The witness then submits the video or photo through the link. The digital media goes directly into Evidence.com and is tagged with the proper police report number. Once the digital media is uploaded to Axon's site, officers can immediately access and view the media. This can all be done without the officer leaving their desk, giving them more time to work on the investigative side of the case. Live -Streaming Axon Respond live -streaming allows real-time video streaming from either body -worn cameras or in -car mobile cameras. Giving the Department the ability to access a body -worn camera or in -car camera that is recording. These video feeds can be used to provide Incident Commanders with a complete picture of an evolving critical incident. Automatic License Plate Reader via In -car camera The Axon Fleet 3 Mobile Video Recorders in squad cars would also serve as Automatic License Plate Readers. This will enhance the officers' ability to identify stolen vehicles and suspects. Auto -Tagging Axon's Auto -Tagging takes information from the Computer Aided Dispatch system and tags it in Evidence.com. With the existing WatchGuard camera system, when an officer creates a recording using either their body -worn camera or in -car camera, the Officer is required to manually enter a classification code as to why the recording was made. This lets the system know how long the video needs to be retained, per State retention laws. While the vast majority of videos are labeled correctly, errors can sometimes occur. These errors could result in difficulty in finding videos for cases or an improperly tagged video not being retained for the proper period of time. This creates an administrative burden for staff to correct these improperly labeled videos. Auto -Tagging automates this process and removes human error to ensure that our videos have complete and correct information attached. Auto -Transcription Auto -Transcription automatically transcribes the audio captured on an officer's body -worn camera recording. This allows officers to quickly review videos and shorten the time it takes to write reports. Auto -Transcription also gives officers the ability to search their video for keywords and go immediately to that portion of the video for review. Officers must manually search their body -worn camera video for these key moments with the current WatchGuard system. Installation Installation of the new technology along with training is included in the agreement. This will provide for a smooth transition for the department from the current body -worn camera vendor to the Axon system. Funding Funding for the annual cost of this purchase is provided in the 2025 CIP under the Technology Replacement Fund. The total budgeted amount for this purchase is $1,718,762,80 over a 5- year period, which equates to $343,752.56 annually. The 2025 CIP has funding available for the $343,752.56, which we would be required to pay Axon in 2025. Alternatives 1. Accept the proposed 5-year agreement with Axon Enterprise, Inc for the purchase of 90 new body -worn cameras, 26 in -car cameras, and a digital evidence management system to include hardware, accessories, installation and software for an amount not to exceed $1,718,762.80. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends the purchase of 90 Axon body -worn cameras 26 in -car cameras and a digital evidence management system software for a 5-year period with an $1,718,762.80. Attachments 1. Axon Quote to include hardware, accessories, installation and annual cost of $343,752.56 and a total cost not to exceed G 2r2e \ \\\ \ \\\/ CD- 00 \ } 0 = 2 R� § \ƒ) \ _ . < \ k . \ : 3 � _ .. e / � a }/QLL 7 G z i�@) w IL LLI \ LU � 4 E E � m k 0 U) . 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As part of that package, a Cradlepoint router is required for each squad car. The Cradlepoint router plays a crucial role in enabling the full functionality of the Axon Fleet 3 in -car camera system. It acts as the central communication hub for the entire in - vehicle setup, providing reliable and secure wireless connectivity for our squad cars. The Police Department utilizes the Verizon private network for the cellular network for our squad cars. The VPN creates a dedicated and highly secure cellular network for our department, separate from the public internet. This tailored network allows for enhanced security, customized performance, and greater control over our department's critical data and devices. During the early quote discussions, Axon suggested using the Cradlepoint R920 router for the project. Village IT staff advised the Axon team that our police department used the Verizon private network. Axon advised the R920 router would work with the network. The quote was then completed and the Cradlepoint R920 was specified for the work. Prior to installation of the Fleet 3 in -car camera system and Cradlepoint R920 router by the Axon install team, the Axon install team made the determination that the R920 router was not compatible with the Village's VPN. Each department squad car would have a computer, Fleet 3 camera, and Axon hub that all need to communicate with each other. Each of these pieces of hardware requires an ethernet connection to the router to allow them to communicate with each other and the cellular network. The R920 router that was originally specified for the work only has 2 ethernet ports and 3 are required to properly connect these devices. The Axon Fleet 3 installation team made the determination that the Cradlepoint R1900 router would be needed for the installation. The Cradlepoint R1900 router contains 4 ethernet ports and would allow for the computer, Fleet 3 camera, and Axon hub to all be connected and communicate with each other and the cellular network as intended. The R1900 however, comes at an Page 1 of 2 With COURAGE we protect, with COMPASSION we serve. MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM increased cost over the R920 that was originally specified and priced into our department Axon contract. The R1900 routers increase the total contract cost by $82,498.00. This cost would be split over 5 annual payments over the life of the 5-year contract. The Police Department would then receive an annual credit from Axon for the cost of the R920 routers that were originally included in the Axon contract. STAFF RECOMMENDATION Staff recommends approving this change order and the purchase of twenty-six (26) Cradlepoint R1900 routers for a annual cost of $16,499.60 over 5 years with a total cost of $82,498.00. The twenty-six (26) Cradlepoint R920 routers will be returned to Cradlepoint for a credit. Axon will credit our annual contract payment in the amount of $7,291.28 for the return each year over the 5-year life of the contract. The total credit over the 5 years of the contract will be $36,456.40. The total annual cost increase will be $9,208.32 over 5 years for a total increased cost of $46,041.60. Page 2 of 2 g g G ) \ ( $ g § / \ \ \ \ \ / ,\ _ j \ / & oo o / . { § , g / a J \ ƒ ) k 3 D e 3 ■ _ 3 Lu 2 a)k 0 ) o / . j : °°%/ > � I-- \ z ��u w in LLI j LU � 4 E E � m k 0 U) . 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