SR - - PURCHASE POLICE DEPARTMENT INTERVIEW ROOM RECORDING SYSTEM & IMAGE STORER UPGRADESof OR.
AGENDA ITEM
December 9, 2014
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City Manager
FROM: Robert H. Gustafson
Chief of Police
ReviewedNerified By:
City Manager
Finance Direc r
To Be Presen ed By•
X Cons Calendar _
City Mgr Rpts
Council Reports _
Legal Affairs
Boards /Cmtes _
Public Hrgs
Admin Reports
Plan/Environ
1. SUBJECT
Purchase of a new Police Department interview room recording system, including image server
storage upgrades, from Linear Systems.
2. SUMMARY
The proposed project will replace cameras, recorders, microphones and monitors located in all
four interview rooms. Additional image storage upgrades will consolidate the storage of digital
images from the existing Digital Image Management System (DIMS), purchased from Linear
Systems, and the interview recordings to the same image server.
13. RECOMMENDATION
1. Appropriate $61,014.79 from account 100.4031.45290.20214, FY 14 Board of State and
Community Corrections (BSCC) Local Assistance Funding, to account 100.4031.55131.20214,
Detectives Equipment -2014 BSCC.
2. Appropriate $6,272.53 from account 100.4031.45290.20231, FY 15 Board of State and
Community Corrections (BSCC) Local Assistance Funding, to account 100.4031.55131.20231,
Detectives Equipment -2015 BSCC
3. Authorize the purchase of digital interview room and image server storage upgrades from
Linear Systems as a sole source vendor in the amount of $61,287.32 and $6,000 in required
cabling from a yet to be determined vendor.
4. FISCAL IMPACT
Upon appropriation, funds will be available to cover the cost of the purchase of the
reconstruction system and required cabling as follows:
100.4031.55131.20214 FY 14 BSCC Local Assistance Funding $61,014.79
100.4031.55131.20231 FY 15 BSCC Local Assistance Funding $ 6,272.53
ITEM J�// 1 12/09/14
5. STRATEGIC PLAN GOAL(S)
Ia. Provide for a Safe Community Provide staffing and resources to deliver services that
ensure public safety.
6. GENERAL PLAN IMPLEMENTATION
Public Safety Goal 6.0 Provide public safety services of the highest quality.
Policy 6.1: Provide the Police Department with adequate personnel, equipment and state -of the
art- technology to effectively combat crime, meet existing and projected service demands, and
provide crime prevention programs. These resources should be provided prior to anticipated
needs.
17. DISCUSSION and BACKGROUND I
The existing interview room systems were purchased in September of 2008. One system is
currently utilized in the Investigative Services Division and the other system is located in the
department's temporary detention facility. Features of the existing system are antiquated and
offer no safeguards. Interviews are recorded directly to DVD recorders that offer no redundancy.
Interviews have been inadvertently deleted, resulting in significant costs to retrieve lost data.
Additionally, the system is complicated and inefficient. The current systems requires a detective
to manually burn interviews to a CD from the recorder and physically book the CD into the
evidence room where they must be retrieved at a later date for review.
Over the past several years, the Department has purchased several systems that have increased
efficiency and effectiveness. One such purchase was the Digital Image Management System
(DIMS) developed by Linear Systems. DIMS preserves and manages digital image evidence
obtained during crime scene investigations. DIMS fully automates the process of downloading
and managing digital images to an image server and a redundant network storage server. DIMS
is designed to authenticate original images and ensures strict chain of custody. The system, as
designed, increases efficiency and provides necessary safeguards.
Linear Systems, a sole source supplier, has also developed an interview room solution that fully
automates the process of preserving audio /video recordings. The system will interface with the
existing DIMS, consolidating how digital image, video, and audio evidence are stored and
managed. This proposal to install the interview room solution from Linear System addresses all
of the mentioned concerns and would enhance how technology is utilized by our department.
The total cost of the project, including equipment from Linear Systems and required cabling, is
$67,287.32.
18. ATTACHMENTS
• Linear System quotes and sole source letter.
ITEM 2 12/09/14