HomeMy WebLinkAboutStaff Report 341-05Both L3 Communications/Mobile Vision and Kustom Signals Inc. were invited to participate in two
days of demonstrations in the Police Department. The Department invited members of the City
Council, the Human Relations Commission, other City department heads, as well as all Police
Department personnel, to attend these demonstrations. This provided an opportunity to officers and
other invited guests to get hands-on exposure to the equipment and solutions being considered. It
gave individuals an opportunity to ask questions and provided the MA V Selection Committee with
additional feedback on the merits of the two systems. In addition, staff had an opportunity to drive
the demonstration vehicles provided by both L3 CommunicationslMobile Vision and Kustom
Signals, Inc. during the demonstration time period, to briefly test the functions being demonstrated
by the vendors.
The chart in Attachment F provides an-overview of the Police Department's most important
functional needs and each of the vendor's demonstrated compliance with the critical system
requirements. In addition to Kustom Signals being the overwhelming vendor of choice by the
individuals attending the vendor demonstrations, the attached chart outlines that Kustom was the
only vendor that actually demonstrated their compliance with the specifications. .
Staff recommends that Council authorize award of the purchase order to Kustom Signals Inc.
following successful completion of the study phase (installation in a Palo Alto patrol vehicle). If,
during that study period, the system performs as proposed, the City Manager will execute the
purchase order with Kustom Signals for the NXT Digital Eyewitness MA V system. Installation, and
training will begin soon thereafter. It is anticipated that this process will be completed by October
2005.
MA V Equipment and Media
It was important that the components (hardware) for the mobile audio video systems be easily and
functionally integrated into an already crowded patrol vehicle. With radio consoles, light controls,
mobile data computers, and other safety equipment, the MA V system needs to be compact, provide
an easy and unobstructed view by officers, and have safety features that would minimize injury to
officers if they were involved in an automobile accident. The Kustom Signal system has a compact
overhead console that stores the equipment when not in view (for unobstructed driving) and can be
easily controlled by the officer with easy-to-operate functions and controls.
The Department opted to pursue state-of-the-art MA V technology using digital recording cameras
and digital recording that provides superior quality. Digital recording is becoming the standard in
mobile audio video systems, as Departments opt for clear images and a component approach that
can grow as the Department needs expand. Furthermore, a computer creates, catalogs, and archives
video data with minimal human intervention. Data can either be manually pr wirelessly uploaded to
CMR:341:05 Page 4 of8
the system server for storage and retention. The secured system holds the data in memory for a
specified period online for ease of retrieval, review and court preparation by Police Department
personnel.
Each system will include a zoom lens camera, wireless audio transmitter, monitor, control panel,
and recording media (hard drive). A server and software will be purchased to easily store, search
and copy video and audio files.
The Department will phase in the use of wireless transmission of the data, as the technology
develops for faster transmission speeds. Although the police garage at the Civic Center has been
equipped as a wireless hotspot, the number of available cars at any given time and the currently
slow transmission speeds would make the transmission using this type of media at the present time
a non-viable option. Instead, the hard drives (which store a minimum of 12 hours of video and
audio recording at the highest grade setting) will be manually uploaded to the storage system by
Police personnel or transmitted via an Ethernet connection which enables the information to be
uploaded to the server without any intervention. Ethernet connections have not yet been installed in
the Department and the Police Department will be working with the City's Information Technology
(IT) Department to explore the viability of this option. In any event, the rugged hard drives (two
per vehicle) provided by Kustom Signals have been tested and are able to withstand dropping or
even being driven over by a vehicle. In addition, these drives cannot be tampered with or altered
once the recording has completed.
Installation
Although Kustom Signals, Inc. provided installation costs as part of its formal proposal, the
Department decided to retain responsibility for these services in-house. Utilizing qualified City of
Palo Alto staff from the Public Works Department's Fleet Services Division, the vendor is prepared
to provide the "training necessary to certify City personnel in the installation of this equipment. As
part of this training program, the City would be certified as an official Kustom Signals, Inc.
installation shop and would have the opportunity to contract out these services to other law
enforcement agencies, should the opportunity present itself. By retaining this service in-house, the
Department can be assured of timely installations and will ensure that the MA V systems have a
minimal downtime due to related issues.
Training
Training of Police Department personnel is an important component of deploying this type of
technology. To ensure the Department has as much knowledge on deployment of this technology as
possible, two Police Agents were sent to training earlier this year. The training was sponsored by
the IACP.
CMR:341:05 Page 5 of8
provided clarifying language in the draft policy provided as an attachment to this report. HRC
members inquired about the audio recording range for this equipment. Although vendors provide a
range of approximately 1,000 feet, it is realistically closer to 700 feet from the patrol vehicle.
Commission members also inquired about limitations on release of these recordings to the public.
Police staff advised that under California law -supported by case law -these recordings are
considered investigative records, the same as 9-1-1 recordings, and as such are not considered a
matter of public record. The Department will retain these recordings for a period of two years.
Next Phase ofMAV Deployment
Due to space limitations on the existing police motorcycles, these in-car video systems will be
deployed first in the patrol vehicles. However, as the current motor fleet is replaced the newer
models, which utilize smaller radio and data components, will be equipped with in-car video
systems. The MA V Selection Committee is recommending that the· Police Department waits to
deploy the MA V systems in the new motorcycles until the next digital release of the Kustom
Signals hardware is available (expected later this year). Having evaluated the new equipment on a
preliminary basis, it has a number of features that will be released in the new version that are
currently available on the patrol vehicle model that are not available in the current motorcycle
equipment. The timing for this purchase will be consistent with the acquisition and deployment of
the new motorcycles.
RESOURCE IMPACT
Funding in the amount of $200,000 is included in the In-Car Mounted Video Recording Systems
Capital Improvement Program PD-05010. Within the original purchase order, the Department will
extend the warranty period for a total three years. Beginning in Fiscal Year 2008-09 and future
years through replacement of the equipment, the units will be maintained on a materials cost (per
part basis). The Department will evaluate the maintenance requirements over the next two years'
and incorporate an appropriate budget amount, as well as keep an appropriate amount of spare parts
in inventory for replacement as required. On-going maintenance at an annual cost will be budgeted
in the Police Department operating budget and replacement costs will be budgeted in the
Information Technology Infrastructure Fund.
POLICY IMPLICATIONS
This agreement is consistent with existing City policy and relevant State laws.
CMR:341:05 Page 7 of8
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these units. One of the most significant issues dealt with the recording format and vast
amount of storage space and staff time that were needed to store and catalog individual VHS
tapes for the one-year minimum retention period prescribed by law. These issues have since
been addressed with the emerging ,transition from analog to digital technology. This report
provides infom1ation about the proposed use of video cameras in patrol vehicles.
DISCUSSION
Police depmiments throughout the United States are realizing the value of video recording
of officer-citizen contacts in the field, citizen transports, criminal investigations and citizen
complaints. Almost 50 law enforcement agencies in Califomia and hundreds across the
Country are already using in-car video systems. They have realized a number of benefits
including increased conviction rates, reduced time for cOUli proceedings and litigation,
increased officer safety, reduction in unwalTanted lawsuits and complaints, officer
accountability and usefulness in training.
Digital systems have several advantages to analog. Analog systems require VHS tapes,
which can degrade over time and require additional personnel time to manage, maintain and
store the tapes. Digital systems utilize a different fonnat for recording. Digital Video
Display CDVD) disks are smaller and the video can be archived onto a server for indefiliite
storage. Access to any portion of the recording is immediate and video clips are easier and
less expensive to copy. Many new digital systems come with a "pre-event recording"
feature. This feature automatically captures a preset amount of video prior to recorded
activation. If an officer witnesses an event prior to activating the recording device, such as a
car running a red light, the video evidence is automatically captured and recorded.
UtiliZing security features inherent to this newer technology, images are stored and secured
for reproduction only; the original recordings cannot be altered. As with other official
police records, the Department will utilize a custodian of records to manage these
recordings.
Staff recommends funding the installation of a digital in-car video system in each of the 26
patrol vehicles. Each system will include a zoom lens camera, audio transmitter, monitor,
controller, and recorder. A server and software will be purchased to easily store, search and
copy video, and audio files.
Due to space limitations on the existing police motorcycles, these il1-~ar video systems will
be deployed first in the patrol vehicles. However, as the CUlTent motor fleet is replaced, the
CMR:462:04 . Page 2 of 4
PART II-INSURANCE REQUIREMENTS
I. CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT
OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES
WITH A BEST'S KEY RATING .OF A:-VII, OR HIGHER, LICENSED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF
CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY'S INSURANCE REQUIREMENTS AS SPECIFIED BELOW: , ,
MINIMUM LIMITS
REQUIRED TYPE OF COVERAGE REQUIREMENT EACH
OCCURRENCE AGGREGATE
WORKER'S COMPENSATION STATUTORY YES
BODILY INJURY $1,000,000 $1,000,000
YES COMPREHENSIVE GENERAL
LIABILITY, INCLUDING PERSONAL PROPERTY DAMAGE $1,000,000 $1,000,000
INJURY, BROAD FORM PROPERTY
DAMAGE BLANKET CONTRACTUAL, BODILY INJURY & PROPERTY DAMAGE $1,000,000 $1,000,000
AND FIRE LEGAL LIABILITY COMBINED.
BODILY INJURY $1,000,000 $1,000,000 -EACH PERSON $1,000,000 $1,000,000
COMPREHENSIVE AUTOMOBILE -EACH OCCURRENCE $1,000,000 $1,000,000
YES LIABILITY, INCLUDING, OWNED,
HIRED, NON-OWNED· PROPERTY DAMAGE $1,000,000 $1,000,000
BODILY INJURY AND PROPERTY $1,000,000 $1,000,000
DAMAGE, COMBINED
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: BIDDER, AT ITS SOLE COST AND EXPENSE,
SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT
AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY BIDDER AND ITS
SUBCONTRACTORS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS' COMPENSATION, EMPLOYER'S LIABILITY
AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSURES CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS,
AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITIEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE IN COVERAGE OR OF COVERAGE
CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR'S AGREEMENT TO
INDEMNIFY CITY.
II. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO "ADDITIONAL INSURES"
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED
BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED
BY OR FOR THE BENEFIT OF THE ADDITIONAL INSURES.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSURES UNDER THE POLICY SHALL NOT,
FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT,
AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER
THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-
PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITIEN
NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE
ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITIEN NOTICE BEFORE THE
EFFECTIVE DATE OF CANCELLATION.
3.
SUBMIT CERTIFICATES OF INSURANCE EVIDENCING THE REQUIRED COVERAGE TO: PURCHASING
CITY OF PALO ALTO, 250 HAMILTON AVE., PALO ALTO, CA 94301 ATTN: (FAX: 650-329-2468).
CITY OF PALO ALTO RFQ 112015
PAGE 1 OF 1
Rev. 12103
..
BID SPECIFICATIONS
BIDIVENDOR INQUIRIES
The designated Police Department Project Manager is Sheryl A Contois, Coordinator of Police
Teclmical Services, Any and all related teclmical questions or comments concerning this RFQ should be
directed to: .
Sheryl A Contois
Palo Alto Police Department
275 Forest Avenue
Palo Alto, CA 94301
650/329-2498 (Voice)
Email: sheryl.contois@cityofpaloalto,org
Any and an related administrative questions or comments concerning this RFQ should be directed to:
CarolYIm Bissett
Contracts Administrator
City of Palo Alto
550 Hamilton Avenue
Palo Alto, CA 94301
650/329-2460 (Voice)
Email: carolynn,bissett@cityofpaloalto,org
Bid Response Document (mandatory)
There is a Bid Response Document located after the specifications, which includes an area to indicate
compliance. Bidder shall submit with their response, a copy of the specifications, indicating for each
paragraph whether his system complies' or not. For those paragraphs of the response marked "We do not
comply", the bidder shall provide a full explanation of the area of noncompliance, and may propose an
alternative response, at the option of the bidder. However, if the bidder's equipment exceeds any portion
of this specification, he shall also note this and furnish full information. Bidder shall also state
manufacturer and model number of the recorder, camera, monitor, and wireless microphone.
Bids not in compliance with the format of bid response will be rejected.
MOBILE AUDIO VIDEO (MA V) SYSTEM VERIFICATION
The MAV system vendor "Bidder" shall be required to furnish a complete unit for examination and
testing before final selection. Prior to the actual issuance of a purchase order to confirm the award of the
system vendor bid, the selected vendor will submit one finished working system for a test to verify that
the system fully complies with the specifications detailed.· If this unit passes inspection, it will be
counted toward the total of 26 MA V units. A MA V unit of the exact configuration proposed by the
vendor must be provided within two weeks, upon request of the procuring agency and must remain
available at no-cost for a period of not more than 60-days. During that time, the mobile audio video
system may be field tested to verify its acceptable level of performance and conformity to specifications.
Emph?sis will be placed on the video system's ability to maintain consistent recording quality, while
subject to interference from the following sources: radio frequency interference sources including UHF,
VHF, and HF transmitters; automobile alternator, ignition and electrical systems; automobile air
conditioner fan motor; and high voltage power lines, traffic signals, neon signs, etc.
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to ensure that any attempts to alter the video are detected. Proprietary software designed to
detective and reveal alterations to the video file shall be supplied.
5. The control center shall provide the operator the ability to review recorded segments and shall
provide protection to recordings to ensure they are not recorded over. The control center shall
be mounted within ease reach of the driver's seat and the control devices shall be clearly
marked and easytouse.
6. The wireless microphones should allow audio recording of events both inside and outside the
vehicle.
7. The wireless microphone transmitters shall incorporate a tone encoded signal to mmlmlze
extemalinterference to the receiver unit.
8. All cable and hardware required for complete installation shall be supplied.
9. The mobile audio video system and wireless transmitters shall conform to the minimum
standards of the Federal Communications Commission (FCC) rules and regulations.
10. The mobile audio video system recorded digital video images shall be immune to RF
transmissi ons.
11. Active record-over protection.
12. The Record function must be activated by pushing the manual record button on the system
controller, activating emergency lights and siren, or remotely from the wireless audio
transmitter.
. .
13. The recorded digital video images must be free of any RF transmission interference or vehicle
generated interference.
14. When the system has been powered up and is operating in the ready standby mode, the
recording function shall initiate immediately when the Record button is activated and shall
provide a pre-event recording buffer of a minimum of 30 seconds, and up to 10 minutes. This
pre-event buffer must have the flexibility to be user defined.
15. Two wireless microphone transmitters shall be supplied with each of the twenty-six (26)
systems.
16. A color monitor is required as part of the MA V system package.
17. The MAV system shall not interfere with the vehicle's electrical or electronic components,
including the police radio system, mobile data computers, speed detection devices, through
electromagnetic radiation or radio frequency interference produced by the camera,. Recording
device, or system controller or its components.
18. The MA V system shall be protected fi:om damage due to input or voltage, reverse polarity, and
electrical transients that may be encountered.
19. All programmable parameters shall be contained in non-volatile memory. Loss of power to the
system shall not result in the unit requiring reprogramming.
Compact High Sensitivity Color CCD Camera
1. The camera dimensions shall not exceed 7" in length and 2.75" in width.
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2. The camera shall be a single unit including power lens.
3. The camera shall operate on 12v DC and should offer a minimum of 470 lines of horizontal
resolution. The camera shall operate on a power source that is filtered, regulated, and short
circuit protected. The voltage supplied to the camera shall meet the camera manufacturer's
specifications and shall not vary with fluctuation of the system's electrical system voltage of
between 9 and 18 volts.
4. The camera shall also offer low light capability with a minimum illumination of 1 lux (.3 lux is
preferred).
5. The camera shall contain a lens with at least a minimum of 10X optical zoom lens and 4X
digital zoom for a total zoom ratio of 40: 1. The camera shall provide a horizontal view of at
least 17 feet at a distance of 20 feet from the camera.
6. The auto iris lens shall automatically adjust for varying light levels from day to night.
7. The camera shall be equipped with light control which turns backlight on or off as not to
illuminate when the user is in darkened conditions.
8. The CCD color camera shall prevent· glare and light blooming during operation.
9. The camera shall include auto and manual focus capabilities, backlight compensation and a
signal to noise (SIN) ratio of better than 50 db.
10. The camera shall not wrap or distort under normal conditions.
11. The camera shall contain the video system's external record/microphone indicator. This
indicator shall consist of an LED located on the front of the camera's housing to indicate to the
operator outside the vehicle that the system is recording.
12. The camera shall be mounted on a heavy-duty controlled step-pivot mount. The camera mount
should have a mounting bracket allowing the camera to be mounted to the headliner above the
windshield. The camera mountain should have the ability to easily rotate 180 degrees withput
having to adjust any knobs or connections.
13. The mount shall allow the camera and lens to swing away on impact by a passenger in an
accident.
14. The camera shall provide both automatic and manual focus capabilities, which are user
selectable.
15. The camera shall minimize any protruding connectors, which could cause physical injury to
someone in the event of an accident.
16. The rear facing black & white camera shall include an array of infrared LED's to allow the
camera to record, back-seat-suspect activities in darkness. The LED array shall be capable of
illuminating the entire back seat area of a patro I car.
Video Monitor:
l. The monitor must be a high-quality color LCD monitor of at least 3" (but not greater than 6")
diagonally measured.
2. The display must be of the LCD Active Matrix type.
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3. The monitor shall operate between 32 degrees and 120 degrees Fahrenheit.
4. The monitor shall display a live picture from the camera when the system is powered (even if the
recording is not in progress). .
5. The monitor shall include a system speaker to provide monitoring of the live audio from remote
transmitter micro"phone or from recorded sound dUling the playback mode.
6. The monitor shall operate independent of the recording device, ensuring the system shall function
even if the monitor is not displaying a picture.
7. The monitor shall have a volume control which will allow the user to adjust audio level and tum
offmonitor sound if desired.
8. The monitor shall display at a minimum: date/time, user identification information, emergency
light indication, braking indicator and microphone activation indicator.
9. The monitor shall operate on a power sour~e that is filtered, regulated, and short circuit
protected. The voltage supplied to the camera shall meet the monitor manufacturer's
specifications and shall not vary with fluctuation of the system's electrical system voltage of
between 9 and 18 volts
Transmitter/Wireless Microphone -two transmitters for use by two officers in one vehicle with a
separate audio tiack for each tisnsmitter:
1. Wireless microphone transmitter shall operate in the 900 MHz band and utilize digital spread
spectrum technology.
2. Transmitter must be compact in size with dimensions not to exceed 2.5"x3.5"x.70"h-w-d.
3. Transmitter microphone must come equipped with compact carry case or device, which attaches
the system to the user's utility belt and does not interfere with. operational use.
4. The microphone transmitter shall be equipped with an external microphone with a universal
connection port for replacement microphones.
5. Frequency Division Multiple Access (FDMA) technology shall be employed to allow up to 20
users at a scene. A sufficient number of different codes/ID's shall be available for use with the
transmitters to ensure that no two transmitters use the same code.
6. The system shall provide two in-vehicle docking stations. These stations shall include the
system's receiver and shall be capable of recharging both transmitter batteries.
7. Both the transmitter and docking station shall have the ability of sending simultaneous audio and
data streams. The data stream shall be used to send status information between the transmitter
and the docking station.
8. Each docking station shall employ built-in diversity antenna.
9. The system shall include a hard-wired in-car microphone to record conversations inside the
patrol vehicle simultaneously with conversations recorded with the wireless mic. The in-car
microphone shall mount inside the rear passenger compartment and be controlled by a switch
integrated with the control panel.
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14. The date/time indicator and user identifier shall be on a battery backup to prevent loss of
information in the event the vehicle battery is disconnected for up to a minimum of four (4)
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Control Panel:
1. System controller shall be made of durable construction, and be compact in design to allow for
mounting in the overhead console, dash, or console between the seats.
2. The control panel shall not require any holes or cuts to be made in the vehicle's headliner.
3. A single cable shall connect the protective case to the control'panel. The control panel shall
provide the signal distribution to the monitor, camera and any other applicable or optional
devices.
4. Controller must be enclosed in an ergonomically designed case with rounded edges to prevent
injury to the user in the event of a sudden impact.
5. The system controller shall have controls or indicators that will be illuminated when activated as
listed above.
6. The controller shall be equipped with an automatic brightness control in each of the indicator
circuits.
7. Primary controls shall be backlit for night operations.
8. Controls:
a. Power on/off
b. Play
c. Record Start/Stop
d. Fast Forward
e. Rewind
f. Stop
g. Zoom Controls (if not easily accessible on the camera)
1. Zoom in/out
ll. Auto Focus
111. Selectable Shutter
IV. Backlight Control
9. Indicators:
a. Power on
b. Microphone on
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2. The recording device must have the capability of preventing the user from erasing or taping over
previously recorded infonnation from either inside the vehicle or at the recording device controls.
3. The recording device shall contain a method to detennine if the recording media has been
tampered with after it was recorded.
4. The trunk-mounted (or other location) device shall be enclosed in an environmentally controlled
metal case with locking capabilities.
Protective Enclosure:
1. The protective enclosure shall be crash resistant and capable of providing security from any
attempts to vandalize or remove the recording media without authorization.
2. The protective enclosure must be sealed to prevent the introduction of dust or moisture that may
hann or prevent functioning of the media recording device.
3. The protective enclosure shall contain environmental controls and shall posses a self-contained
heating and cooling system that is automatically controlled by internal electronic thennostatic
unit. To accomplish the heating and cooling function, the protective enclosure shall not require
vent hoses or modification to the'vehicle.
4. The environmental control system must be designed to keep the recording device and internal
electronics and equipment withiri the operating range as specified by the recorder manufacturer.
During extreme conditions, the recording device should reach operational temperatures within
ten minutes.
5. The protective enclosure must be capable of being mounted either vertically or horizontally in the
trunk of a patrol vehicle to maximize storage of other equipment.
Storage and Tracking Software
1. The bidder shall include a quote for a software package to provide the ability to search, display
and copy the recorded digital files.
2. The bidder shall include costs for a software package to track the use and storage of DVD-RAM
or Flash Card recording media by both the user and custodian of these recordings.
3. The software package will provide the ability of the user to check out and in Recording Media
and allow an employee to note storage and subsequent disposition of the disk.
4. The software shall provide search capabilities to locate disks by, at a minimum, date, operator,
and/or assignment.
5. The software program shall be capable of operating in a Microsoft Windows (XP preferred)
environment on a personal computer.
Operating Instructions and Speci.fication Manual
1. A full and complete set of operating instructions shall be furnished at no cost by the vendor with
each unit; as well as all vendor produCt service manuals and complete and detailed electrical
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schematics on each camera, digital recorder, controllers, and cable assemblies furnished by the
contractor.
Manufacturer's Quality Control and Testing
1. All electrical components utilized, including integrated circuits, shall be a high reliability
commercial grade'part.
2. Each individual electrical and electronic component is subjected to a complete quality control
inspection. This is required before installation into printed circuit board or other sub-assembly.
3. All assembled printed circuit boards and sub-assemblies are thoroughly inspected and completely
tested mechanically and electrically before being installed into the video system.
4. All printed circuit boards shall be glass epoxy, type FR4 or equivalent. Also all high-density
circuit boards shall be the solder mask type.
5. All components dissipating power in excess of one watt and mounted directly against a circuit
board shall have adequate heat sinks for circuit board protection. All electronic and electrical
components shall only be utilized within their manufacturer's operating specifications, pertaining
to voltage, current and heat dissipation characteristics.
6. Each complete video system shall be individually bench tested for all functions and test
parameters.
Training
1. The vendor will be required to provide, at no additional cost, onsite training for City of Palo Alto
personnel to install the MA V equipment.
2. Onsite training in a classroom "train-the-trainer" environment will be provided to Palo Alto
Police Department personnel in the operation and use ofthe MA V equipment. This training shall
not exceed 40-hours. ,'<
3. Additional technical training shall be provided to Police technical personnel to change out
components in need of repair.
Warranty
1. The manufacturer shall guarantee all camera, digital recorder, environmental components,
wireless and non-wireless microphones, docking stations, monitors and control circuit
components to be free of defects in materials and workmanship for a period of one year from the
date of delivery to the department.
2. As an Option, the Bidder shall include a quote for full parts and labor extended manufacturer's
warranty for a period of thirty-six (36) months from date of delivery and an additional quote for a
period of sixty (60) months from date of delivery.
Installation
·1. AlI components must be mountable to comply with air bag requirements.
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Palo Alto Police Department
Comparison of IACP Model Policy and Palo Alto MA V Policy
5. Supervisors'Responsibilities:
chain of custody log; requires
supervisor response if media needs
to be removed; supervisory review
of chain of custody log; periodic
assessment of officer performance;
ensuring the equipment is
functioning properly; identify
material that may be appropriate
for training; bi-weekly review for
new officers for compliance with
operating the equipment. Includes
recommended phrase for
disciplinary action. Adequate
media is on-hand. 446.4 and 446.7
6. Technicians Responsibilities:
media and supervisor are
sYnonymous). Responsible for
storage, duplication; accountability
for tracking; adequate supply of
media; long-term storage; cleansing
. and re-issuance of media with no
evidentiary value. 446.4 and 446.5
7. Media Duplication tapes or other
recording media and recorded
images property of agency,
dissemination outside without
specific authorization is strictly
prohibited; media shall not be
copied into any device not
approved by department media
technician or forensic media staff.
A copy should be used when
possible; conclusion of need media
should be provided to technician
for further storage or disposal.
446.9 and 446.91
Technical Services; supervisory
review of equipment, ensuring
adequate supplies of media (DVD
or Flash Cards are on hand.
6. Technician, Media Duplication
requirements are consistent with
Palo Alto MA V policy -although
Palo Alto's policy has the
Custodian of Records (Technical
Services) assuming some of the
responsibilities noted for
supervisors in the IACP Model
Policy. Palo Alto provides
additional detail on procedural
items.
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ATTACHMENT E
ATTACHMENT
PALO ALTO POLICE DEPARTMENT
MOBILE AUDIO VIDEO (MA V) TRAINING
OUTLINE
I. Introduction, Overview, and History
a. Welcoming Remarks
b. Logistics / Administrative Matters
c. Activities of the Course
d: History of MA V
II. Case Law Affecting Criminal Patrol
a. Terminology for Criminal Interdiction
b. Cases Based on Criminal Patrol
III. Criminal Patrol Using Mobile Video
a. The Similarities and Differences ofDUIIDWI and Criminal Patrol
b. Vehicle Positioning
c. Positioning ofSuspect(s)
d. Articulation During an Interdiction Stop
e. Articulation and Video Recording of Evidence Found During a Search
IV. Stop and Frisk Documentation
a. Pennsylvania v. Mimms
b. New York v. Class
c. U.S. v. Miller
d. U.S. v. Strickland
e. U.S. v. Baker
f. U.S. v. Walker
g. U.S. v. McCoy
h. Constructive Possession
1. Affirmative Link to Possession
V. Video Documentation of Search and Seizure
a. Katz v. U.S. -"Expectation of Privacy"
b. Exception to a Search Warrant
c. Automobile Exception -"Exigent Circumstances"
d. Search Incident to Arrest
e. Consent to Search
f. Inventory Search
MA V Training Outline
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VI. Admissibility and Surreptitious Recordings
a. Rules for Admissibility of Video Evidence
b. Seven Step Testimony
c. Rules for Inaudible Portions of Recording with Poor Quality
d. Rules for Video Problems with Admissibility
e. Informing the Suspect
f. Expectation of Privacy
g. Reasonable Society
h. Right Against Self-Incrimination
1. Voluntary Statements
VII. . Ethics and Integrity
a. Why are Ethics and Integrity Important?
b. What is Perception?
c. Ethics and Integrity
d. Gallop Poll Report
e. Lost Profession in Ethics and Integrity
f. Code of Ethics
g. Totality
VIII. Mobile Video Terminology
a. The Terminology
b. When to Activate and Deactivate the Video Recording System
IX. Vehicle Positioning and Lighting
a. Arena of Performance
b. Proper Vehicle Positioning for Video
c. Proper Lighting For Video
d. Types of Lighting That Cause Problems During Video Recording
X. Reasonable Suspicion/Pre and Post Arrest Questioning
a. The Legal Issues Surrounding "Articulable Facts"
b. How Reasonable Suspicion Differs From Probable Cause
c. Specific on How Articulation and Mobile Video May Reinforce a Violator
Contract
d. Investigative Questioning as Opposed to Custodial Interrogation
XI. Mobile Video Equipment
a. Cameras
b. Audio Systems
c. Recording Devices and Tapes
d. Control Head! Panels
e. Monitors
f. Maintenance
g. Additional Concerns
h. Troubleshooting
MA V Training Outline
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