Title
An ordinance authorizing the execution of an agreement by and between the City of Lee’s Summit, Missouri and Accurate Controls, Inc., in a not to exceed amount of fifty-nine thousand seven hundred twenty-eight dollars and sixteen cents ($59,728.16) for the purchase of equipment and installation of the same related to the surveillance system located within the City detention facility and containing an emergency clause.
Body
Issue/Request:
* The Police Department currently has a video recording system within the detention facility to monitor and record imates and personnel for safety and security reasons
* The current system is outdated and routinely breaks down causing video to not be recorded
* The failure of the system to work properly increases the liability of the city
* A replacement system has been ordered through an emergency purchase
Proposed City Council Motion:
FIRST MOTION: I move for second reading of an ordinance authorizing the execution of an agreement by and between the City of Lee’s Summit, Missouri and Accurate Controls, Inc., in a not to exceed amount of fifty-nine thousand seven hundred twenty-eight dollars and sixteen cents ($59,728.16) for the purchase of equipment and installation of the same related to the surveillance system located within the City detention facility and containing an emergency clause.
SECOND MOTION: I move for adoption of an ordinance authorizing the execution of an agreement by and between the City of Lee’s Summit, Missouri and Accurate Controls, Inc., in a not to exceed amount of fifty-nine thousand seven hundred twenty-eight dollars and sixteen cents ($59,728.16) for the purchase of equipment and installation of the same related to the surveillance system located within the City detention facility and containing an emergency clause.
Background:
The Lee’s Summit Police Department houses a detention/holding facility for arrestees and inmates. This facility is monitored by numerous cameras and microphones in order to ensure a safe environment for both inmates and Police personnel. The camera system was originally installed several years ago when the detention facility was renovated. Since that time, the software that manages the camera/recording system has become obsolete. The system routinely goes down and fails to record data from the cameras.
This failure increases the liability of the City by limiting the ability to produce recorded video when investigating complaints, uses of force or other incidents that may occur in the facility. The Police Department is also commonly asked to provide video footage to the Prosecutor’s office and to defense attorneys for use in criminal prosecution and/or defense. The failure of the system to record information limits our ability to do this and can irreparably harm a criminal case.
As the failures of the system began to increase, it became clear that a solution needed to be found is short order. Contact was made with the company that installed and currently maintains the system. During that communication, it was learned that the software currently on the system has been replaced with a new software system and that further updates/upgrades to the existing software will no longer be made. Therefore, the replacement of the software with the newest system is required.
In order to upgrade the system to the new software, hardware changes will be required as well. Although the software is not proprietary to this particular vendor, this vendor, Accurate Controls, currently has the maintenance contract for the system and is the original installer. Therefore, due to the importance and timeliness needed for this upgrade, it was determined that an emergency purchase was needed in order to expedite the upgrade and ensure a timely replacement for the current system, thereby limiting exposer to the city.
Impact/Analysis:
The cost of the new system is $59,728.16. The Police Department has sufficient funding in the FY18 budget for prisoner expenses to comlete this purchase. However, due to the late date in the fiscal year, the purchase could not be made and funded within the budget year. Therefore, these funds will be returned to the general fund and a budget amendment will be made within the FY19 budget in order to fund the project.
Presenter
Major Mark Taylor