AGENDA MEMORANDUM

 

 

Meeting Date:           March 9, 2009

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Requisition 40642 to Digital-Ally, Inc. for the Police Department

 

 

Staff Recommendation:

Staff recommends approval of purchase requisition 40642 to Digital-Ally, Inc. for the purchase of 10 digital in-car video systems for a total cost of $42,900.00.  Staff further recommends approval of the purchase order as ‘single source’  in order to maintain continuity with existing equipment.

 

Analysis:

This purchase of 10 digital in-car video systems is the second in a multi-year plan to replace existing analog (tape) video recorders with new digital units.  Last fiscal year, 17 units were purchased to outfit 8 patrol vehicles without any type of video recording system and 9 systems replaced aging analog units that failed regularly and were not performing as needed.  The 10 new units will replace existing analog units.

 

Last year, the Leesburg Police Department reviewed several manufacturers of digital in-car video systems.  They identified the features of the Digital-Ally rearview mirror unit to be the best of breed system.  The unit consists of a module that replaces the vehicles rear view mirror.  Inside the module are all the digital components for the system and a small TFT color monitor that allows them to watch video playback.  The digital camera is external to the module and mounts on the vehicles windshield.

 

Some of the unique features for this system are:

 

 

 

 

Purchase Item Detail

 

Item Description

Qty

Unit Cost*

Extended Cost

DVM500 Digital Video Recorder Kit

10 ea

$3,895.00

$38,950.00

1000 NITS Monitors

10 ea

$100.00

$1,000.00

G-Force Sensor Interface

10 ea

$200.00

$2,000.00

Upgrade, 8 GB Ultra II Compact Flash Card

10 ea

$0.00

$0.00

Wireless Microphone Kit, 900 Mhz

1 ea

$265.00

$265.00

Case, Wireless Microphone

10 ea

$35.00

$350.00

Card Reader, Compact Flash

1 ea

$35.00

$35.00

Shipping

1 ea

$300.00

$300.00

 

 

Total

$42,900.00

 

*Pricing provided is from the vendors’ contract #DPS0708 with the State of Virginia.

 

Options:

1.  Approve purchase requisition 40642 to Digital-Ally, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

Sufficient funds were budgeted in both the Police Forfeiture Fund and the General Fund.  The Police Forfeiture Fund was to provide $25,705.00 and the General Fund was budgeted to contribute $17,195.00 towards the purchase.  Since the Police Forfeiture fund has adequate funds to completely cover this purchase, the funds will all come from the Police Forfeiture Fund.  A budget adjustment will be processed to adjust the funds accordingly.

 

Submission Date and Time:    3/4/2009 3:31 PM____

 

Department: __Police Department_____

Prepared by:  __Mike Thornton________                     

Attachments:         Yes__X_   No ______

Advertised:   ____Not Required __X___                     

Dates:   __________________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. ___________JB_____                                     

                              

Deputy C.M. ________EFS________                                                                         

Submitted by:

City Manager ___________________

 

Account No.  _121-2111-521.64-80__

 

Project No. __NA_______________

 

WF No. _____NA______________

 

Budget  _____$43,000.00________

 

Available____$ 43,000.00________