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Consent

10.

Brentwood City Commission Agenda

Meeting Date:	09/14/2020
Resolution 2020-92 - Authorization for Agreement with Word Systems, LLC to purchase iRecord Digital Video/Audio Recording System
Submitted by:	Jeff Hughes, Police
Department:	Police

Information

Subject

Resolution 2020-92 - Authorization for Agreement with Word Systems, LLC to purchase iRecord Digital Video/Audio Recording System

Background

The Police Department currently uses the iRecord digital video/audio recording system provided by Word Systems, LLC in various interview rooms at City Hall. In the spring of 2021, the Police Department will relocate to a new building currently under construction. Staff requests authorization to purchase a new iRecord system to include licensing, switches, and system accessories to be installed with recording capability in seven rooms in the new police facility. The existing system must remain in place and functional until the move occurs, at which time, staff is also requesting authorization to surplus the old system.

The total cost of the system with installation and training is $66,619.00 which will be funded from the building project budget in the Capital Projects Fund. Staff also requests authorization to purchase a four-year pre-paid extended warranty (total of five years coverage) at a discounted cost of $35,115 for the entire four years. Although the total cost for the extended warranty must be agreed to up front, there is an annual billing option. The extended warranty would be budgeted and paid annually from the Police operating budget.

The total cost of the system with the four-year extended warranty is $101,734.00.

Because the Department has used iRecord for the past five years and has an extensive database of videos stored in the existing iRecord system, staff believes it would be disadvantageous to the City to attempt to competitively bid a new system and have to be concerned about the conversion and evidentiary integrity of existing recordings. Therefore, staff recommends the waiver of competitive bidding for this contract.

Please contact the Chief of Police if you have any additional questions.

Staff Recommendation

Staff recommends approval of Resolution 2020-92, which authorizes an agreement with Word Systems, LLC to purchase the iRecord Digital Video/Audio Recording System and also authorizes the disposal of the existing iRecord system once police have moved into the new facility.

Fiscal Impact

Amount :	$66,619.00
Source of Funds:	Capital Projects Fund
Account Number:	311-45200-5028

Fiscal Impact:

Amount :	$35,115.00
Source of Funds:	General Fund
Account Number:	110-42100-82620

Fiscal Impact:

This amount represents the total cost for the four-year extended warranty. The amount will be divided over the four-year period and paid annually from the Police Department's annual operating budget.

Attachments
Resolution 2020-92
Contract No. 2020-111
Signed Resolution & Contract