Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: May 19, 2020
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Axon Enterprise, Inc., through the Department of
Information Resources (DIR) Cooperative Purchasing Network Contract No. DIR-TSO-3561 for the
purchase of police in-car camera system (Axon Fleet System) for 100 vehicles including cameras, software,
peripherals, routers, maintenance and services; providing for the expenditure of funds therefor; and
providing an effective date (File 7313- awarded to Axon Enterprise, Inc., in the five (5) year not-to-exceed
amount of $1,422,450).
INFORMATION/BACKGROUND
The Denton Police Department currently uses the L3 in-car camera system. The department equips each
vehicle with a forward-facing camera mounted in the windshield and a rear-facing camera mounted in the
rear window of the car. Either camera can be positioned to record an individual in the backseat of the squad
car. These cameras upload data wirelessly through proximity access points mounted in the rear of the police
department. This data is stored on a local server physically located at the Police Department. Videos that
reach a set purge deadline are then archived onto physical blue-ray disc for long-term storage. This system
is used in conjunction with a body-worn camera system from Axon. Officers are required to wear the body-
worn camera as well as the microphone for the in-car camera. Officers are also responsible to activate both
systems during an incident. The Fleet system provides automatic activation features for speed, activation
of emergency equipment, and crashes which allows the camera detects for the events like when the door is
opened, or light bar is activated and start recording.
The Denton Police Department would like to streamline processes and take advantage of cloud-based
storage (Evidence.com) option for digital products including evidence. The current L3 system does not
offer a cloud-based solution and still relies on DVD archiving. DVDs corrupt over time making it difficult
for the department to comply with the video storage requirements of evidence tied to arrests. Statutes require
that we maintain video evidence of first-degree felony arrests for 50 years. The current L3 archiving system
is inadequate for this.
The L3 camera system’s data upload, data search, evidence capture, long-term storage solution is
antiquated. Additionally, this system has limited interoperability with other technologies deployed by the
department. Uploading data based on proximity to the north lot of the police department is not the most
desirable solution. This presents some delays in the officer’s ability to review the file prior to generating a
written report. The vehicle must be left running to avoid the camera system shutting down during upload.
The data (video) is searchable on a web-based platform. However, the web-based viewer is only available
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
through the department intranet preventing remote access. The evidence capture presents some issues as
well. The evidence is only reviewable either through playback on the web-based portal or using a
proprietary player. The evidence can be downloaded for playback without choosing to produce a DVD, but
that process is complicated. Generally, playback requires the production of a DVD at some point. The long-
term storage options also present some difficulties. The storage solution does not offer categorization
options to manage retention periods for videos. This is done through the physical production of a DVD for
storage in evidence. Videos not produced for evidence are eventually archived in compressed files on
DVDs. There are issues with the corruption of the archived videos. Also, DVDs degrade over time leading
to file corruption. Thus, evidence that must be maintained for 10 years by statute for open records (like a
video from a DWI) might be corrupted and unavailable for production. This system functions independently
from all other technology deployed by the department. It has no capacity to crossover or enhance other
systems.
The Denton Police Department currently uses Axon for a body-worn camera program. This product solves
several issues pointed out above. First, Axon Fleet has interoperability with other technology platforms.
Axon Fleet will work in conjunction with our body-worn camera solution. This eliminates the need for
officers to wear a separate microphone system for the in-car camera in addition to the body-worn camera.
The Axon Fleet system can be triggered to activate by speed, activating emergency equipment, or crashes
like the department’s current system. In addition, the Axon Fleet can be activated and start recording when
a Taser is turned on when a door is opened, or a light bar is activated. This camera system also has the
ability to compare the activity to calls stored in the CAD/RMS system to intuit when videos might be
associated with specific calls making locating records easier. The current solution does not offer this
capability. Videos captured by Axon Fleet are stored in evidence.com, a cloud-based, secure evidence
storage system. This is the current system used for body-worn cameras. Using the same system means that
processes are simplified for officers in the field. Evidence.com manages purge cycles and legally required
retentions for videos. The data is stored on secured, CJIS compliant servers with multiple back-up systems.
Videos can be accessed remotely through web-based platforms that maintain CJIS security. The videos are
also viewable in a non-proprietary MP4 format. The system also maintains an audit trail of who accesses
evidence, when they did it, and if it was downloaded. Evidence cannot be altered in this system, but it does
have a redaction feature that the current solution does not offer. Evidence.com is easy to search and access
data on. Evidence can be located by the officer’s name, badge number, camera serial number, date, case
number, category, and other criteria. Evidence.com can also manage inventory of equipment deployed and
assigned. Axon Fleet also includes the installation of routers in the vehicles deploying the system. This
enables continuous remote uploading of videos that do not require proximity to any specific structure or
network. This package includes unlimited storage for all video evidence created by the Axon Fleet system.
The Department is requesting for expenditure approval for the next five (5) years through 2025 with the
base of 100 vehicles and the projected increase of the vehicle fleet and contingency. Axon Fleet requires a
5-year service contract. This contract includes the installation of the Axon Fleet System and a robust
warranty for easy replacement of hardware.
Pricing obtained through the Department of Information Resources (DIR) Cooperative Purchasing Network
has been competitively bid and meets the statutory requirements of Texas Local Government Code 271.102.
Description
Year 1
(Apr. 20 -
Mar. 21)
Year 2
(Apr. 21 -
Mar. 22)
Year 3
(Apr. 22 -
Mar. 23)
Year 4
(Apr. 23 -
Mar. 24)
Year 5
(Apr. 24 -
Mar. 25)
Fleet System for 100 vehicles $365,000
Yearly Maintenance $154,800 $154,800 $154,800 $154,800
Projected new purchases and the
replacement based on 5-year expenditure
($4,600/vehicle x 10) + 1,548 x 10
$61,480 $76,960 $92,440 $107,920
Contingency 10% $3,650 $21,628 $23,176 $24,724 $26,272
Total $368,650 $237,908 $254,936 $271,964 $288,992
Contract Total: $1,422,450
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 28, 2020, Council approved the interlocal agreement with the Department of Information
Resources Purchasing Network (Ordinance 20-196).
RECOMMENDATION
Award a contract with Axon Enterprise Inc., for the purchase of Police In-Car Camera System (Axon Fleet
System) for 100 vehicles including cameras, software, peripherals, routers, maintenance and services, in a
five (5) year not-to-exceed amount of $1,422,450.
PRINCIPAL PLACE OF BUSINESS
Axon Enterprise Inc.
Scottsdale, AZ
ESTIMATED SCHEDULE OF PROJECT
This is a five (5) year contract.
FISCAL INFORMATION
These products and services will be funded through the Technology Service Public Safety Operating Budget
830700.7804. Requisitions will be entered on an as-needed basis. The budgeted amount for this item is
$1,422,450.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 349-7100
Purchasing Manager
For information concerning this acquisition, contact: Melissa Kraft, 940-349-7823.
Legal point of contact: Mack Reinwand at 940-349-8333.