R-1813 - 06/11/2019 - POLICE DEPT. - Resolutions Supporting DocumentsBOT AGENDA Page 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
June 11, 2019
SUBJECT: Award of Contract – Watch Guard Video
FROM: James R. Kruger Jr., Chief of Police
BUDGET SOURCE/BUDGET IMPACT: Account# 621-90200 Equipment
Replacement / $70,401 (Budgeted Item)
RECOMMENDED MOTION: I move that the Village Board waive competitive bidding
since the State of Illinois has already conducted the appropriate bidding process and
approve Resolution 2019-PD-PG-R-1813 to award a contract for ten (10) 4RE Standard
DVR digital video camera systems and associated software to Watch Guard, Allen, TX
subject to staff review, for the total cost of $70,410 as indicated on the attached proposal.
Background/History:
The police department began equipping its’ marked patrol vehicles with in-car camera
systems in 1996. Full implementation was achieved in 1998. The primary purpose of those
systems was, and remains, to create an audio and video recording of all traffic stops. Those
videos are then relied upon to serve as evidence in criminal cases and assist in resolving
citizen complaints. The first generation of in-car cameras was replaced in 2003. Those
systems were subsequently replaced in May of 2007 and 2012. Our current system no
longer meets the operational needs of our department and is not capable of adhering to the
evidentiary requirements established by the court. New requirements on storage and
redaction were also put in place by the General Assembly with the body camera law two
years ago. The systems continually breakdown after seven years and tax the abilities of our
IT and fleet services departments. Additionally, our current system is no longer distributed
by the manufacture and is not covered by their warranty. The maintenance costs (staff time
as well as material) have only compounded the issue of serviceability and rendered
retention of the current system prohibitive.
ITEM 6.E.9
BOT AGENDA Page 2
In October of 2018, the Police Department identified four (4) potential replacement
systems. Those systems and their associated costs are listed in Table 1.
TABLE 1
Cost Pro-Vision
DVR-808CLE
Watch Guard
4RE DVR
Panasonic
Arbitrator Mk3
Axon/Taser
Axon Fleet II
Cost Per Unit $4,746.50 $4,977 $5,846 $2,610
Software Lic
& Training
$6,500
10 Licenses
$13,250
10 Licenses
$12,865
10 Licenses
$85,000
10 HW Lic/ 35 Officer Lic
5 Year Cost of
Ownership
$53,965 $63,020 $71,325 $111,100
Each manufacturer was asked to demonstrate their product to the Police Department
Command Staff. We subsequently asked Pro-Vision as the least expensive option to install
a unit in one of our patrol vehicles for testing and evaluation. We kept the unit installed
for nearly three months and was never able to have it work as claimed by the manufacturer
and experienced a significant number of failures. We asked them to remove it and also
experienced as lack of responsiveness and had to have our up fitter remove the product
when he installed the next least expensive system, Watch Guard.
We subsequently installed the Watch Guard system and immediately found it to be reliable
and easy for our staff to use. The IT Department was able to install a server to store video
and upload from the vehicles as required. The system has been installed in a patrol vehicle
for approximately a month without any problems or concerns. It should be noted that
DuPage County Sheriff, Illinois State Police as well as some of our neighbors all use Watch
Guard. Watch Guard also has the ability to integrate a potential body camera system in
the future. We are also able to maintain our own server and data storage with Watch Guard,
as well as have some cloud capability for transferring video to the States Attorney, saving
us cost and staff time burning DVD’s for court purposes. Systems such as Axon only allow
for cloud storage which explains the added cost and licensing requirements.
Along with purchasing new video recording systems, state law was changed two years ago
to set rules for body camera usage, those laws included in-car video system. There is now
a requirement for the redaction of uninvolved people on video to comply with FOIA as
well as retention requirements. We will therefore need to include redaction software as
part of this purchase request, regardless of which system we purchase. Also as a matter of
information, at the end of five years, while we anticipate the systems will also be near the
end of life, we will still have the use of them and will not lose any capability other than
servicing, updates, and support.
BOT AGENDA Page 3
Recommendation:
That the Village Board waive further bidding since the State of Illinois has already
performed the bidding process, and issue a purchase order to Watch Guard, Allen, TX for
ten (10) 4RE digital in-car video kits to Watch Guard, Allen, TX, for the total cost of
$63,020. Additional costs associated with this project include: Redactive redaction
software as required by law for $7,390. Total project cost: $70,410.
RESOLUTION 2019-PD-PG-R-1813
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE PURCHASE OF TEN (10) 4RE DIGITAL IN-CAR VIDEO KITS
WHEREAS, the Village has budgeted funds in its budget for Fiscal Year 2019 for the purchase of
digital in-car video camera systems and software (“Digital Camera Systems"); and
WHEREAS, the State of Illinois has undertaken a bidding process to identify suppliers of digital
camera systems; and
WHEREAS, the Police Department identified four suppliers of Digital Camera Systems who
provided bids and demonstrated their products to the Department; and
WHEREAS, after conducting in-field testing and evaluation of the two lowest bids, the
Department determined the Digital Camera System provided by Watch Guard, Inc. (“Watch Guard”)
provided the best performance and value and recommends the Village Board approve the purchase from
Watch Guard of ten (10) 4RE Digital In-Car Video Kits; and
WHEREAS, the Village Board finds that the State of Illinois bidding process, the Department’s
solicitation of multiple bids, and the results of in-field testing show the purchase from Watch Guard to be
in the best interests of the Village and therefore waives the competitive bidding process as provided by
Section 1-7-4;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of the Agreement. The President and Board of Trustees hereby
approve the purchase of ten (10) 4RE Digital In-Car Video Kits in an amount not to exceed $70,410.
Section 3: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2019-PD-PG-R-1813
Resolution Approving the Waiver of Competitive Bidding
and Authorizing the Purchase of Ten (10) 4RE Digital In-Car Video Kits
2 of 3
APPROVED THIS ___ day of June, 2019
Gopal G. Lalmalani
Village President
PASSED THIS ___ day of June, 2019
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
4RE/VISTA Price
Quote
415 E. Exchange Parkway • Allen, TX • 75002
Toll Free (800) 605-6734 • Main (972) 423-9777 • Fax (972) 423-9778
www.WatchGuardVideo.com
Page 1 of 2
CUSTOMER:Oak Brook Police Department ISSUED: 5/31/2019 2:20 PM
EXPIRATION: 8/30/2019 5:00 AM
,
,,
,,,
TOTAL PROJECT ESTIMATED AT:
$63,020.00
ATTENTION:Jason Cates SALES CONTACT: Dan Freveletti
PHONE:630-368-8714 DIRECT:
E-MAIL: E-MAIL: DFreveletti@WatchGuardVideo.com
4RE and VISTA Proposal
Evidence Library 4 Web Software and Licensing
Part Number Detail Qty Direct Discount Total Price
KEY-EL4-SRV-001 Evidence Library 4 Web Server Site License Key 1.00 $1,000.00 $0.00 $1,000.00
KEY-EL4-DEV-001 Evidence Library 4 Web 4RE In-Car Device
License Key 10.00 $150.00 $0.00 $1,500.00
4RE In-Car System and Options
Part Number Detail Qty Direct Discount Total Price
4RE-STD-GPS-RV2
4RE Standard DVR Camera System with
integrated 200GB automotive grade hard drive,
16GB USB removable thumb drive, rear facing
cabin camera, GPS, hardware, cabling and
your choice of mounting bracket.
10.00 $4,795.00 $18.00 $47,770.00
CAM-4RE-PAN-NHD Additional Front Camera, 4RE, HD Panoramic 10.00 $200.00 $200.00 $0.00
Wireless Video Transfer and Networking Options
Part Number Detail Qty Direct Discount Total Price
4RE-WRL-KIT-101 4RE In-Car 802.11n Wireless Kit, 5GHz (2.4
GHz is available by request)10.00 $200.00 $0.00 $2,000.00
4RE Hardware Warranties
Part Number Detail Qty Direct Discount Total Price
WAR-4RE-CAR-5TH 5 Year 4RE Hardware and Software
Maintenance Bundle 10.00 $1,375.00 $300.00 $10,750.00
Software Maintenance and CLOUD-Share
Part Number Detail Qty Direct Discount Total Price
SFW-MNT-EL4-001 Software Maintenance, Evidence Library, 1st
Year (Months 1-12) 10.00 $0.00 $0.00 $0.00
SFW-EL4-CLD-BAS Evidence Library 4 Web CLOUD-SHARE - Basic 10.00 $0.00 $0.00 $0.00
SFW-EL4-CLD-BAS Evidence Library 4 Web CLOUD - SHARE - Basic
for 4RE 50.00 $0.00 $0.00 $0.00
Shipping and Handling
4RE/VISTA Price
Quote
415 E. Exchange Parkway • Allen, TX • 75002
Toll Free (800) 605-6734 • Main (972) 423-9777 • Fax (972) 423-9778
www.WatchGuardVideo.com
Page 2 of 2
Part Number Detail Qty Direct Discount Total Price
Freight Shipping/Handling and Processing Charges 1.00 $250.00 $250.00 $0.00
$63,020.00
Total Estimated Tax, may vary from State to State $0.00
Configuration Discounts $5,430.00
Additional Quote Discount $0.00
Total Amount $63,020.00
NOTE: This is only an estimate for 4RE & VISTA related hardware, software and WG Technical Services. Actual costs related to a
turn-key operation requires more detailed discussion and analysis, which will define actual back-office costs and any costs
associated with configuration, support and installation. Please contact your sales representative for more details.
To accept this quotation, sign, date and return with Purchase Order: _______________________________ DATE: _______________
4RE/VISTA Price
Quote
415 E. Exchange Parkway • Allen, TX • 75002
Toll Free (800) 605-6734 • Main (972) 423-9777 • Fax (972) 423-9778
www.WatchGuardVideo.com
Page 1 of 2
CUSTOMER:Oak Brook Police Department ISSUED: 5/31/2019 2:27 PM
EXPIRATION: 8/30/2019 5:00 AM
,
,,
,,,
TOTAL PROJECT ESTIMATED AT:
$7,390.00
ATTENTION:Jason Cates SALES CONTACT: Dan Freveletti
PHONE:630-368-8714 DIRECT:
E-MAIL: E-MAIL: DFreveletti@WatchGuardVideo.com
4RE and VISTA Proposal
Additional Software and Licensing
Part Number Detail Qty Direct Discount Total Price
KEY-WGV-RED-001 Software, REDACTIVE(sm) , Single User
License, Rev 3.0 1.00 $4,995.00 $250.00 $4,745.00
WAR-WGR-MNT-3YR REDACTIVE(sm), Software Support &
Maintenance, 3-Year Bundle 1.00 $2,795.00 $150.00 $2,645.00
Shipping and Handling
Part Number Detail Qty Direct Discount Total Price
Freight Shipping/Handling and Processing Charges 1.00 $0.00 $0.00 $0.00
$7,390.00
Total Estimated Tax, may vary from State to State $0.00
Configuration Discounts $400.00
Additional Quote Discount $0.00
Total Amount $7,390.00
NOTE: This is only an estimate for 4RE & VISTA related hardware, software and WG Technical Services. Actual costs related to a
turn-key operation requires more detailed discussion and analysis, which will define actual back-office costs and any costs
associated with configuration, support and installation. Please contact your sales representative for more details.
To accept this quotation, sign, date and return with Purchase Order: _______________________________ DATE: _______________
4RE/VISTA Price
Quote
415 E. Exchange Parkway • Allen, TX • 75002
Toll Free (800) 605-6734 • Main (972) 423-9777 • Fax (972) 423-9778
www.WatchGuardVideo.com
Page 2 of 2