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HomeMy WebLinkAboutItem 14b - Lease of Body Worn Camera Equipment for the Police Department DATE: June 21, 2022 TO: Honorable Mayor and City Council FROM: Roy Nakamura, Chief of Police By: Amber Abeyta, Management Analyst SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH LENSLOCK INC., FOR THE LEASE OF BODY WORN CAMERA EQUIPMENT & DATA STORAGE SERVICES FOR THE POLICE DEPARTMENT IN AN AMOUNT NOT TO EXCEED $382,000 Recommendation: Approve SUMMARY On August 5, 2021, the Police Department placed a Notice Inviting Proposals for Body Worn Camera Equipment and Data Storage Services and received six proposals in return. After an extensive three-phase evaluation process and product trial period, LensLock Inc., received the highest overall score. It is recommended that the City Council approve a five-year Professional Services Agreement with LensLock Inc., for the lease of Body Worn Camera (“BWC”) Equipment and Data Storage Services in an amount not to exceed $382,000. Funds for this effort have been budgeted over a five-year period in the Equipment Replacement Fund. BACKGROUND Body worn camera technology encompasses the use of audio, photo, and video recording devices worn by law enforcement personnel. The United States launched its first BWC system in the City of Rialto in 2012. Today, BWC programs are deployed in departments across the country with several key objectives, the largest of which is to foster transparency and trust between police officers and their communities. BWC technology helps hold accountable all parties involved in a conflict or dispute and helps encourage honest accounts and dismiss false accusations made by any parties in the court of law. Currently, the Arcadia Police Department does not utilize BWC equipment and instead relies on handheld audio recording devices, which are becoming an outdated technology. Body Worn Camera Equipment and Data Storage Services June 21, 2022 Page 2 of 10 The Police Department began researching the purchase of BWC equipment in January 2019 in response to increased media and public interest in law enforcement transparency and accountability. Significant research was conducted into numerous camera systems, deployment strategies, evidence managing, and data storage options. Based on the Department’s research and evaluation of BWC products, it was determined the acquisition of a BWC system by the Department would enhance policing efforts and better capture daily interactions with the community. The technology would act as a force multiplier, ensuring a transparent and accountable workforce and increasing Department efficiency. DISCUSSION In August 2021, the Department placed a Notice Inviting Proposals for BWC Equipment and Data Storage Services from qualified vendors who have a minimum of three years of actual operating experience providing BWC and related data storage services. The Notice was published four times in the Arcadia Weekly. The Request for Proposals (“RFP”) included goals such as: seeking a well-managed and financially sound firm with demonstrated experience and technical ability; having qualified and trained personnel; ensuring secure and well-maintained data storage capabilities; updated and reliable equipment; and high levels of customer service and satisfaction. In response to the RFP six proposals were received. The cost breakdown provided below covers the cost for leasing 70 BWCs and 70 mounting apparatus, additional accessories for the BWCs including charging chords and USB cables for charging/downloading, docking stations, BWC service, repair, 24-hour technical support, cloud storage, set up/installation fees, on-site training, and BWC upgrades. The assessment of proposals was conducted by a Police Captain, Lieutenant, Senior Management Analyst, and a Fire Captain. There were five criteria that were utilized in selecting the best BWC equipment and data storage services for the City: 1) Thoroughness and understanding of scope of work; 2) Related experience; 3) References; 4) Cost; and 5) Quality of proposal. Each criterion was scored using a point system established below with each consulting company having the potential of scoring a maximum of 100 points from each rater. 1. Thoroughness and understanding of the scope of work 25 points 2. Applicable experience 20 points 3. References 20 points 4. Proposal quality (organization, following directions, etc.) 20 points 5. Costs 20 points Total possible points: 100 points Body Worn Camera Equipment and Data Storage Services June 21, 2022 Page 3 of 10 Out of the six proposals three companies were selected as finalists: Motorola Solutions, LensLock Inc. and Axon Enterprise Inc. Their average score summary is outlined below in Figure 1. Figure 1 – Phase 1 Proposal Evaluation Rating The three companies that were lowest in cost scored the lowest on the rating criteria. Some of the most notable concerns were as follows: • Offered bundle packages that included equipment that wasn’t part of the RFP or conducive to the Department’s needs such as in-car cameras and a BWC smartphone style device. • Required the installation of proprietary infrastructure in police vehicles for BWC communications. • Companies located primarily on the East Coast without a local office available to provide timely assistance. • Outsourced or subcontracted certain services for software and data storage. • Didn’t provide a clear option if their products were available for lease or purchase only. After the proposal evaluation and selection was complete, three finalists were selected to participate in two additional evaluation phases. Phase 2 was based on an interview that Company Annual Proposed Cost Five-Year Cost Includes Tax Total Score Brite $45,030.86 $225,154.30 73.25 Digital Ally Year 1 - $53,458.78 Years 2 to 5 - $50,400 $255,058.78 76.75 Utility Year 1 - $106,000 Years 2 to 5 - $39,750 $265,000.00 79.25 Motorola Solutions $60,480.00 $302,400.00 92.5 LensLock Inc. $76,333.79 $381,668.95 89.75 Axon Enterprise, Inc. Year 1 - $140,139.20 Years 2 to 5 - $64,818.00 $419,765.77 89.25 Body Worn Camera Equipment and Data Storage Services June 21, 2022 Page 4 of 10 included a presentation and equipment demo. There were five criteria that were utilized as follows: 1) Interview Preparedness; 2) Interview Thoroughness; 3) Presentation Preparedness; 4) Presentation Thoroughness; and 5) Equipment Demo. Each criterion was scored using a point system established below with each consulting company having the potential of scoring a maximum of 100 points from each rater. 1. Interview Preparedness 15 points 2. Interview Thoroughness 25 points 3. Presentation Preparedness 15 points 4. Presentation Thoroughness 25 points 5. Equipment Demo 20 points Total possible points: 100 points The average score for each company is outlined below in Figure 2. Figure 2 – Phase 2 Interview and Equipment Demo Company Total Score (All Raters Combined) Axon Enterprise, Inc. 86.75 LensLock Inc. 86.5 Motorola Solutions 66.5 The three finalists participated in Phase 3, the final evaluation phase, which was based on a trial period of BWC equipment that was utilized by patrol officers in the field and managed by a Police Lieutenant. A final evaluation and rating were conducted by the committee and was based on the following criteria: 1) Replacement Frequency; 2) Redaction Services; 3) Interfacing with CAD/RMS; 4) Administration Accessibility and Retrieval of Data; and 5) Cost Proposal. Each criterion was scored using a point system established below with each company having the potential of scoring a maximum of 25 points from each rater. 1. Replacement Frequency 5 points 2. Redaction Services 5 points 3. Interfacing with CAD/RMS 5 points 4. Administration Accessibility and Retrieval of Data 5 points 5. Cost Proposal 5 points Total possible points: 25 points The average score for each company for Phase 3 is outlined below in Figure 3. Body Worn Camera Equipment and Data Storage Services June 21, 2022 Page 5 of 10 Figure 3 - Phase 3 Final Evaluation Company Total Score (All Raters Combined) LensLock Inc. 24.25 Axon Enterprise, Inc. 16.25 Motorola Solutions 12.25 Based on the combined results of Phases 1, 2 and 3 outlined below in Figure 4, LensLock Inc., (“LensLock”) scored the highest and was selected as the best company to receive the contract award. The other two companies are equipped to provide the Department with a BWC system; however, Axon Enterprise Inc., had the costliest option and they provide certain services at an additional cost such as auto-tagging and unlimited device storage. In addition, Axon Enterprise Inc., requires a lump sum payment of $149,686.46 for the first year of their contract compared to LensLock’s first year payment of $69,237. Motorola Solutions (“Motorola”) is the lowest in cost but their equipment was rated the lowest. One of the main concerns is that once the BWC is activated it enters a buffering mode where it constantly records for 55 hours. If the BWC is in a constant record mode it will capture a police officer’s activity throughout an entire shift including activity that is not related to public interaction. In addition, during the equipment demo, the committee noted that staff experienced difficultly contacting a customer service representative from Motorola. Figure 4 – Final Combined Average Scores and Costs Company Total Score (All Raters Combined) Five-Year Cost Includes Tax LensLock Inc. 206 $381,668.95 Axon Enterprise, Inc. 201 $419,765.77 Motorola Solutions 175 $302,400.00 The proposal (Attachment “A”) that was provided by LensLock covered everything that was asked for in the RFP. One of the biggest outliers with the BWC system is the redaction process and how organizations deal with requests for video, be it through the Body Worn Camera Equipment and Data Storage Services June 21, 2022 Page 6 of 10 Freedom of Information Act or from the court systems. Redacting video can take anywhere from minutes to hours, which may add up to hundreds or thousands of hours each year. The redaction process with LensLock is included with their proposal, and it is unlimited, meaning we can complete this task ourselves with the software provided, or LensLock will provide redacting services on behalf of the Department. Listed are some additional key factors that positioned LensLock apart from others: • LensLock included an auto-tagging feature at no additional cost. Auto-tagging is a service that connects recorded footage to a specific call for service or case being handled by officers. This feature would connect to the Department’s Computer Aided Dispatch and Record Management System (“CAD/RMS”) to ensure footage would be properly catalogued/sync’d to the call officers are handling and recording footage. • LensLock will be adding an office in the Rancho Cucamonga area, specifically to be closer to clients in the San Gabriel Valley and Inland Empire. • BWCs with LensLock will be replaced on a more frequent basis compared to the other competitors. • Access to video replay is easier. • LensLock has offered unlimited storage in the Microsoft Azure Cloud. • Pricing is one flat price per year with no additional fees. • Provided an option to host the Department’s digital imagery in the cloud as part of the contract at no additional cost and at an unlimited capacity. This includes all the Department’s digital evidence and any third-party videos and photos. Digital evidence covers any photographs the Department produces or any video recording from any device (not just LensLock’s BWC) such as cell phones, ring video, and private security cameras. These types of items require a large amount of storage space utilized on the City’s network. Allowing LensLock to store these items if necessary is beneficial to the Department. • Providing one in-car camera at no extra cost. • 24/7/365 days customer support availability. The committee went through a lengthy process before making the decision to select LensLock as the BWC system provider. The Department wanted to ensure that it was making the best selection based on the products and services available, that would best serve the officers and community, and would follow the City’s Purchasing rules. It should be noted that during the BWC trial period the patrol officers that tested the equipment rated Axon Enterprise Inc., (“Axon”) the highest. LensLock was rated second to Axon. The most common issues with LensLock’s BWC equipment noted by the patrol officers during the trial period included: • No audible notification when the camera is turned on and off. Body Worn Camera Equipment and Data Storage Services June 21, 2022 Page 7 of 10 • Power button located in an undesirable area. • Camera automatically shut off during recording. • The size of the camera was too bulky. • The mounting bracket was of low quality. During the trial period, LensLock proactively monitored the BWC activity and quickly became aware of most of the issues noted above before the Department notified them. LensLock proactively and efficiently addressed the issues as follows: • The audio setting (chime/chirp) was set to off. A quick setting change to “on” enabled the user to hear an audio chime when powering the BWC “on/off” as well as audio chirps when starting or stopping a recording and taking still images. A vibrate notifier is also set on the BWC to notify the user via vibrations when the BWC is recording. • Replaced BWCs (via overnight mail) that experienced internal hardware issues that caused difficulties with power/reset button. • When the patrol officers experienced the BWC automatically shutting off, LensLock was instantly notified via their alert system that the BWC went offline. LensLock worked closely with City’s IT Department to troubleshoot the issue. It was discovered that on two separate occasions the BWC users unplugged the ethernet cable that was connected to the police unit. LensLock immediately notified the Operations Lieutenant that the unit was disconnected from the Department’s network and the issue was quickly resolved. • The officers were only given one camera mounting system for the trial period. LensLock has several other mounting options (listed below) that would resolve how the camera is affixed to the uniform. The mounting options would accommodate an officer’s height and size. • LensLock offers and will provide three standard (magnet, MOLLE, alligator) mounting options to each BWC assigned user. In addition, at no additional cost, they offer the opportunity to order further mounts from a supplementary selection if it better suits the Department’s needs. LensLock has been providing BWC equipment and data storage services since 2015. Their executive team has more than 50 years of experience working with and for public safety agencies. Since their inception, LensLock has stayed committed to providing an end-to-end body worn camera solution to their clients, which includes industry leading equipment coupled with a feature rich, user-friendly evidence database platform. They accompany those technologies with cutting edge docking stations, accessories, data storage, and redaction services creating a world-class client experience. Their focus on client service before and, more importantly, after an initiated contract will ensure a smooth implementation and continued working relationship between the Department and LensLock. Body Worn Camera Equipment and Data Storage Services June 21, 2022 Page 8 of 10 LensLock currently has 128 customers nationwide: 16 in California and nine in Southern California. Their Southern California police department customers include the Cities of: Bell Gardens, Monterey Park, Covina, Bell, El Monte, Azusa, Sierra Madre, Irwindale, Redlands, and Brawley. The City of El Monte Police Department (“EMPD”) is similar to the Arcadia Police Department regarding requested services, department size, and geographical location. In 2019, EMPD became a LensLock customer after completing a pilot program. As part of the Agreement (Attachment “B”) the Department will receive the Genesis 12 BWC. The Genesis 12 BWC specifications are within industry standards for size and weight (max. 5.5 oz.) and have the following features: wide angle lens, waterproof and shockproof case, built-in Wi-Fi, Bluetooth and GPS, multiple mounting options on the body, ability to record continuously for at least 12 hours, pre-recording ability, additional battery extender options (battery pack, mobile charger, etc.), secure encryption of data, multiple resolution setting, audio and video record, multiple charging options, 30 frames per second, ability to simultaneously capture photos while recording videos without interruption, multiple activation notifiers such as vibrate, speaker, and lights, ability to set stealth mode (no lights or sounds, with vibration as the sole notifier), charging time of four hours or less, and auto on capability utilizing Bluetooth technology with customizable triggers. The total cost for the five-year Agreement will not exceed $382,000. The annual payment is $76,400 and an itemized breakdown is listed in the table below. Body Worn Camera Equipment and Data Storage Services June 21, 2022 Page 9 of 10 Figure 5 – LensLock Annual Pricing and Equipment List Qty. Description Annual Cost 63 Gen 12 Body Worn Camera Service – Unlimited Data Plan $69,237.00 7 Gen 12 Body Worn Camera Service – Unlimited Data Plan Included 1 Titan V In-Car Video Service – Unlimited Data Plan Included 1 CAD Integration Included Unlimited Prograde Outsourced Redaction – Per Incident Included 25 Veriton Redaction Software - Hourly Included New Cameras Every 30 Months – BWC & ICV Included 60 Month Hardware Guarantee Included 1 On-Site Implementation & Training Fee – One-Time Fee Included 1 Shipping & Handling Fees – One- Time Fee Included 1 Software & Database Maintenance Included Subtotal $69,237.00 Sales Tax (10.25%) $7,096.76 Total $76,333.79 The five-year term of the Professional Services Agreement is the industry standard for a BWC system. Based on the foregoing, it is recommended that the City Council authorize a five-year Professional Services Agreement with LensLock Inc., for Body Worn Camera Equipment and data storage services in an amount not to exceed $382,000. Body Worn Camera Equipment and Data Storage Services June 21, 2022 Page 10 of 10 ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The total cost for the five-year Agreement will not exceed $382,000. The annual payment will be approximately $76,400. Sufficient funds for this effort have been budgeted over a five-year period in the Equipment Replacement Fund. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and approve a five-year Professional Services Agreement with LensLock Inc., for the Lease of Body Worn Camera Equipment and Data Storage Services in an amount not to exceed $382,000. Attachment “A” – LensLock’s Proposal Attachment “B” – Draft Contract for Body Worn Camera Equipment and Data Storage Services 1 Arcadia Police Department Response to Request for Formal Proposals Body Worn Camera Equipment & Data Storage Services 08-26-21 Sean O’Grady – Regional Manager 949.690.6552 SOG@lenslock.com LensLock, Inc. 13125 Danielson Street, Suite 112 Poway, CA 92064 “Proposal valid for 120 days after receipt.” ATTACHMENT "A" LENSLOCK INC. PROPOSAL 2 LensLock Cover Letter Dear Sir and/or Ma’am, Thank you for the opportunity to respond to this RFP to provide a body worn camera solution (“BWC”) for the City of Arcadia Police Department (hereby also referred to as “the City”). Enclosed is information intended to demonstrate LensLock’s ability to exceed the needs and expectations of the City. Since its inception in 2015, LensLock has stayed committed to providing an end-to-end body worn camera solution to its clients, which includes industry leading equipment coupled with a feature rich, user-friendly evidence database platform. We accompany those technologies with cutting edge docking stations, accessories, data storage, and redaction services creating a world-class client experience. Our focus on client service before and, more importantly, after an initiated contract will ensure a smooth implementation and continued working relationship between the City and LensLock. Data security is central to the LensLock system architecture, ensuring that data captured by our body worn cameras is safely managed in Microsoft’s Azure Government cloud. Each piece of evidence is stored with a chain of custody report to verify its authenticity. By ensuring that data video is housed in an FBI CJIS compliant environment, the City can feel comfort in knowing that its evidence will be admissible in court. The end-to-end solution LensLock provides will allow the City to manage crucial evidence in completely customized evidentiary portal at a cost that is both fair to client and to the vendor. LensLock’s clients benefit from an unlimited data plan and warranty, including equipment replacement at no additional cost every thirty (30) months. This allows them to benefit from new and improved cameras without having to make any additional purchases within an already stretched budget year. Located in San Diego and Tampa, LensLock’s staff is flexible and steadfast in being readily available to accomplish the goals at the City for body worn cameras. LensLock is committed to having staff on-site in an unlimited capacity during installation and training, while on-going support will be provided in person without exception. After carefully reviewing this RFP document, LensLock is prepared to provide the complete solution outlined by Arcadia Police Department in the RFP, and an unlimited data storage plan. LensLock will remain dedicated in running a client-centered business to deliver an unparalleled experience utilizing extensive public safety, technology, and SaaS experience. We look forward to humbly serving Arcadia Police Department. Sincerely, Sean O’Grady – Corporate Regional Manager 3 Vendor Information Primary Contact: Sean O’Grady Company Name: LensLock, Inc. Address: 13125 Danielson Street, Suite 112 City, State, Zip: Poway, CA 92064 Subcontractor Opportunities In terms of body worn camera installations, LensLock takes pride in having the ability to provide initial and ongoing training, maintenance, and support to our clients. The only situation in which subcontractors would be utilized is for the installation of in-car units. LensLock provides the service, but based on the request of the client, there is an option to outsource it locally. Statements After analyzing the RFP set forth by the City of Arcadia Police Department, LensLock acknowledges that all elements of this RFP have been reviewed and understood. LensLock fully intends to perform the services as outlined in this RFP. LensLock is pleased to state we are one hundred percent willing to enter into a contract under the terms and conditions and in the form prescribed in this RFP. Jon Handy – CEO Signature: _____________________________ Date: 08/26/2021 “Proposal valid for 120 days after receipt.” 4 Table of Contents – Arcadia PD RFP LensLock Cover Letter ........................................................................................................ 2 Vendor Information .......................................................................................................... 3 Subcontractor Opportunities ............................................................................................ 3 Statements ........................................................................................................................ 3 Section 1 – LensLock’s Experience Summary .................................................................... 5 LensLock Overview ......................................................................................................... 6 Past Projects ..................................................................................................................... 7 Section 2 – Statement of Understanding and Approach ...................................................... 7 Projected Schedule and Timeline ..................................................................................... 7 Implementation Process ................................................................................................... 8 Section 3 – References ...................................................................................................... 11 Section 4 – BWC Equipment and Software Program Capabilities ................................... 13 Unique Features ............................................................................................................. 13 Microsoft Azure ............................................................................................................. 14 Customer Service ........................................................................................................... 16 Userface .......................................................................................................................... 17 Resources ....................................................................................................................... 17 Exhibit 1 – Scope of Work ................................................................................................ 19 Camera Specifications .................................................................................................... 19 Storage ............................................................................................................................ 20 Technical Requirements ................................................................................................. 21 Service and Repair ......................................................................................................... 22 Training Requirements ................................................................................................... 22 Report Requirements ...................................................................................................... 23 Other Requirements ....................................................................................................... 23 Section 5 – Vendor Information ........................................................................................ 24 Team Organization Chart ............................................................................................... 24 LensLock’s Background and History ............................................................................ 24 5 Section 6 – Project Employee Information ....................................................................... 25 Management & Key Personnel ...................................................................................... 25 Resumes for Key Personnel ........................................................................................... 25 Section 7 – Product Warranty Information ....................................................................... 35 Section 8 – Maintenance Program ..................................................................................... 35 Section 9 – Contact Information Page ............................................................................... 35 Primary Contact Information ......................................................................................... 35 LensLock Information .................................................................................................... 35 Section 10 – Proposal Signature Page ............................................................................... 36 6 Section 1 – LensLock’s Experience Summary LensLock Overview LensLock is proud to offer your department state-of-the art body worn cameras, in car video systems, and software technology solutions for all your video, data management, storage, and digital file transfer needs. Security is central to the LensLock system architecture, ensuring that data captured by our equipment is safely managed in Microsoft’s Azure Government cloud. Each video is stored with a chain of custody report to verify its authenticity. By ensuring that your videos are housed in an FBI Criminal Justice Information Services (CJIS) compliant environment, you can feel comfort in knowing that your evidence will be admissible in court. LensLock’s executive team possesses more than fifty (50) years of experience working with and for public safety agencies. Our commitment to providing industry-leading technology, supported by a feature rich evidence database management and mobile app solution, is at the core of LensLock’s business strategy. LensLock customer data is managed by strict policies compliant with the established CJIS security requirements regarding digital evidence management. LensLock will assist APD every step of the way in training, quality assurance, and recreation of any and all digital data that has been collected. End-to-end digital evidence management is provided by LensLock through a suite of products and services that have been developed and tailored to meet customer needs. LensLock has created a robust reporting system that will let you analyze data from all touchpoints in a centralized and secure portal. LensLock’s records management system offers custom reporting features to help track data in real-time or with scheduled emails. Secure data storage is at the core of everything we do at LensLock. We have developed an enriched Software-as-a-Service (SaaS) platform for the management of mission critical video data. The primary focus is to provide a method of gathering, maintaining, and storing digital evidence with a secure chain of custody. In addition, LensLock created a seamless cloud architecture to assist its clients in accessing the data at any time or place for complete scene reconstruction. LensLock will remain steadfast in running a client-centered business to ensure we deliver a world-class experience utilizing our extensive public safety, technology, and SaaS experience. Along with the provided departments, LensLock is proudly endorsed by several former and current police officers. These officers have had decorated careers for their respective departments, and now work with LensLock to address the challenges associated with the industry. Their consultation allows LensLock to constantly expand its knowledgebase to best serve its clients and to truly understand the brave men and women with whom they interact. 7 After carefully reviewing this RFP document, LensLock is prepared to provide the complete solution to Arcadia Police Department. LensLock is pleased to state that all requirements detailed in the Scope of Work will be met and exceeded. LensLock will remain dedicated in running a client-centered business to deliver an unparalleled experience utilizing extensive public safety, technology, and SaaS experience. We look forward to humbly serving Arcadia Police Department. Past Projects LensLock’s client, the City of El Monte Police Department is similar to Arcadia Police Department in regard to requested services, department size, and geographic location. In 2019, El Monte Police Department (EMPD) became a LensLock customer after completing a pilot program. LensLock outfitted every EMPD officer with Genesis 12 BWCs, accessories, provided the evidence management access, and 24/7/365 support services. For additional similar projects, please refer to “Section 3 – References”. Section 2 – Statement of Understanding and Approach Projected Schedule and Timeline Below is the standard internal timeline for full delivery and rollout of all equipment specified in this proposal. Projected Timeline to Accomplish Implementation Description Days from APD PO Received Equipment Spec and Order 3 Business Days Equipment Customization for Delivery 4 Days Equipment Delivery 7 Days Beginning of On-Site Implementation and Training 10 Days Official Rollout of System/Contract Start 10 Days Key Check Points to Accomplish Implementation The following list represents key tasks and milestones to effectively install LensLock’s body worn cameras at the City: 8 • Finalize a list of BWC users containing first name, last name, email address, and designated role within the hierarchy in order to assign a camera and register said users in the LensLock Portal. Additionally, an email will be sent to the users containing all pertinent information for system use. • Determine camera settings for configuration before delivery, as well as which accessories and mounting options the City requires. • For any desired CAD integration, necessary information must be provided beforehand. • Establish a formal schedule to roll out all hardware in accordance with both the City’s desires, and LensLock’s internal capabilities. • Determine where the docking stations will be located. • Training will take place at a specified time and place, typically the day(s) of equipment delivery and installation. LensLock is prepared to train users for as long as deemed necessary by the City. • Installation of LensLock Mobile Desktop Application (MDA) for in-field tagging, playback, and live view, on vehicle’s MDC or MDT. • Once installed, any software related problems that may arise can be addressed remotely via screen connect and LensLock’s technology team. Hardware issues will be addressed by LensLock’s in-person support or direct shipment if deemed necessary. • In terms of on-going customer support, LensLock is available to meet the varying needs of the City in an unlimited capacity. Implementation Process LensLock provides a 3-phase plan for new clients. Following is the outline of the phases in detail. Phase 1 – Introductory Meeting Lenslock prides itself on constant communication with our clients and providing excellent customer service. To be able to get the best understanding of the services you desire, LensLock will schedule an in-person meeting at your earliest convenience. During the meeting, all aspects of contracting with us will be discussed such as our pricing structure and details about our provided software and hardware. Phase 2 – Implementation of Pilot Program Following the introductory meeting, we offer a 30-day pilot program at no cost or obligation. There are many benefits of conducting a formal 30-day pilot program for your agency. Everyone can try out the hardware and test the durability and ruggedness of the body cameras and the docking station. Your end-users can try out the equipment and capture as much video as they want. As an administrator, you can assess the practicality and viability of the data platform, the redaction software tool, and the sharing capabilities. This test period also provides a great opportunity to experience our customer service. 9 Phase 3 – Full Installation In the event that the City chooses to continue services with LensLock following the Pilot program, our service team will complete a full install. LensLock will provide full access to our Client Services and Technology Support Teams. Our support team will walk your agency through initial design, implementation, training, and provide as much ongoing support that is needed throughout the duration of your contract. All cameras can be customized and paired to a specific officer or shared between officers with equivalent access level. Should a camera be damaged, broken, or need replacement, LensLock shall configure and deliver a new camera. Under contract, LensLock shall automatically replace and deliver new body cameras to the City every thirty (30) months. LensLock will provide full training during implementation and installation. Customer services will be available 24 hours a day to respond to any of the City’s arising needs. Additionally, complete user guides relating to the portal will be given to all necessary personnel for their reference. LensLock shall provide any and all information required to log into the portal. Additionally, LensLock will provide data management services such as redaction and video recovery. CAD/RMS Integration Process Prior to addressing the timeline for working with the Department’s CAD/RMS provider (EIS), there are assumptions that must be met. APD Assumptions: 1) EIS on-premise at APD 2) IT has access to EIS database DB 3) APD purchases Logicity 4) APD installs Logicity 5) APD enables access to the LensLock Government Cloud SMB shared drive 6) APD tests the LensLock EIS Crystal Report by running it and copying output to the SMB shared drive Projected Timeline for Data Connection Description Days from Crystal Report Test Sends EIS Crystal Report >1 Day Create SMB Share Drive from APD to LensLock Portal >1 Day LensLock Enables CAD Integration for APD 3 Days LensLock Tests Data on Shared Drive 3 Days Total 7 Business Days 10 RMS Existing Integration If LensLock has previously integrated with the City’s RMS vendor, the following assumptions would need to be met before fully completing the RMS integration. APD Assumptions: 1) RMS provider and APD has worked out agreement to integrate with the RMS Vendor 2) Gets mechanism to transfer LensLock Meta data to RMS Vendor’s application Projected Timeline for RMS Integration Description Days from Receiving Mechanism to Transfer Meta Data Setup Mechanism to Transfer LensLock Meta Data to EIS 3 Days Export RMS Meta Data 3 Days Total 7 Business Days RMS Non-Existing Integration LensLock will work with any RMS vendor to integrate the LensLock meta data with the vendor. LensLock does this at no cost to the City or vendor; however, it is possible the vendor will charge LensLock a fee to integrate. This charge will have to be either shared or negotiated. Here are the rough estimates depending on how the vendor (EIS) allows LensLock to integrate: File Transfer (Comma Separated Values – CSV) Once the connection for file transfer and the format of data file is agreed upon it will take 15 business days for LensLock to do the work. This is LensLock work and completely depends on the PD’s IT and Vendors efforts to make it available and agreed upon. Web Service APIs Integrating with APIs is completely unknown. It could be simple like 1 API or complex like implementing web hooks. Any estimate here is rough and LensLock cannot guarantee delivery. It would be a minimum 15-30 business days. We guarantee we will work with the vendor to get the work done as soon as possible. Projected Timeline for RMS Non-Existing Integration Description Business Days File Transfer (CSV) 15 Days Web Service APIs 15-30 Days Total >30 Business Days 11 Section 3 – References The following agencies are approved references who currently use LensLock’s mobile video technology services: City of Bell Gardens Police Department 7100 Garfield Ave., Bell Gardens, CA 90201 Chief Bradley Fairfield bfairfield@bgpd.org (562) 806-7617 City of Bell Gardens BWC, ICC, Fixed Camera Implementation and Support – Dec. 2018 As it pertains to this RFP, outfitted every officer with a Genesis 11 BWC, accessories, provided the evidence management access, and 24/7 support services. Additionally, outfitted every vehicle with a LensLock ICC system and coupled data access and management. Lastly, implemented twenty-five (25) fixed cameras in the jail and interview rooms to be managed on the same platform. City of Monterey Park Police Department 320 W Newmark Ave., Monterey Park, CA 91754 Chief Kelly Gordon kgordon@montereypark.ca.gov (626) 307-1222 City of Monterey Park BWC and ICC Implementation and Support – Dec. 2019 After successful pilot and RFP award and as it pertains to this RFP, outfitted every officer with a Genesis 12 BWC, accessories, provided the evidence management access, and 24/7 support services. Additionally, outfitted every vehicle and motorcycle with a LensLock ICC system and coupled data access and management. City of Rocklin Police Department 4080 Rocklin Rd., Rocklin, CA 95677 Chief Chad Butler chad.butler@rocklin.ca.us (916) 625-5400 City of Rocklin BWC and ICC Implementation and Support – Sept. 2018 As it pertains to this RFP, outfitted every officer with a Genesis 12 BWC, accessories, provided the evidence management access, and 24/7 support services. Additionally, outfitted every vehicle with a LensLock ICC system and coupled data access and management. 12 City of El Monte Police Department 11333 Valley Blvd., El Monte, CA 91731 Chief David Reynoso dreynoso@elmontepd.org (626) 580-2035 City of El Monte BWC, Fixed Camera Implementation and Support – Nov. 2019 After successful pilot and RFP award and as it pertains to this RFP, outfitted every officer with a Genesis 12 BWC and accessories. Additionally, equipped EMPD interrogation rooms with fixed camera systems, provided the evidence management access, and 24/7 support services. City of Covina Police Department 444 North Citrus Dr., Covina, CA 91723 Chief David Povero dpovero@covinaca.gov City of Covina BWC Implementation and Support – Nov. 2020 After successful pilot and sole source procurement project, outfitted every officer with a Genesis 12 BWC, accessories, provided the evidence management access, and 24/7 support services. City of Griffin Police Department 868 W Poplar St., Griffin, GA 30224 Captain Michael Natale mnatale@ityofgriffin.com (770) 229-6450 City of Griffin BWC Implementation and Support – Oct. 2018 After successful pilot and RFP award, outfitted every officer with a Genesis 12 BWC, accessories, provided the evidence management access, and 24/7 support services. 13 Section 4 – BWC Equipment and Software Program Capabilities Below is an overview of how LensLock’s system operates. Unique Features The capabilities of LensLock’s Gen-12 Body Worn Camera can be found under “Camera Specifications” in Exhibit 1 – Scope of Work. Additional unique features of LensLock’s hardware and software include Wi-Fi connection to mobile app, personalized settings, CAD/RMS integration, and a fully integrated portal. The LensLock mobile application is a customized application that is included in our pricing model. LensLock’s in-field review and tagging application can be downloaded on a phone, MDT, tablet, or desktop. End-users can use the Wi-Fi on the BWC to connect to their device. Then, the media that is currently on the BWC can be viewed and edit notes can be added to videos while being in the field. Then, the second the body camera is docked, all the information will upload to the LensLock portal with the video. This saves end-users a plethora of time because they will not have to wait until the end of a shift to go into the portal and add all of the information from every video they took. 14 Additionally, LensLock offers its clients complete customization of BWC settings at no additional charge to the City. LensLock’s Gen 12 BWC features Wi-Fi, infrared night vision, lights, vibration, audio alerts, GPS, pre-record, and stealth mode. Every one of these settings can be customized to the City’s preferences at no cost. As another part of our business model, LensLock would complete an advanced API bridge with the City’s current CAD/RMS provider, EIS. This integration allows for auto tagging of meta data to the video files captured in the field in a dynamic manner, so the officer does not have to manually complete the data entry. We are offering this integration project which will be delivered to the City at no additional cost. An additional unique feature of LensLock is our fully integrated portal. All three (3) of our products, body, in-car, or fixed camera videos can be viewed on one platform. On the LensLock portal, users with administrative access can view videos by case number, no matter which LensLock camera it was taken on. Microsoft Azure LensLock and its broad network of body-worn camera partners are working closely with agencies to deliver solutions that support the requirements for digital video storage, media management, and the Criminal Justice Information Services (CJIS) Security Policy. Therefore, LensLock uses the most well-known CJIS compliant platform, Microsoft Azure. Using the Microsoft Azure government cloud, you can access, tag, and share all your data efficiently and dynamically while maintaining CJIS compliance. Media Asset Protection Achieving compliance support for any media service requires meeting industry standards for the transfer, storage, and delivery of content. Azure Government delivers a robust solution designed to exceed U.S. government standards, utilizing powerful resources such as AES encryption and Microsoft PlayReady Digital Rights Management (DRM). The service keeps assets well- protected during upload, while at rest in storage, and during playback. Transfer Azure Government enables multiple video formats and supports a variety of playback devices and resolutions. In addition, agencies can upload content from building and city surveillance systems, interview rooms, and network videos recorders (NVR). Store Azure Government provides the flexibility and resiliency to securely store, back up, and retrieve large amounts of unstructured data, such as media files, with Azure Blobs. Agencies can also control access from the Internet, permit traffic only to customer-defined endpoints, and provide load balancing and Network Address Translation (NAT) at the cloud-access layer. 15 Deliver Azure Government provides the flexibility and resiliency to securely store, back up, and retrieve large amounts of unstructured data, such as media files, with Azure Blobs. Agencies can also control access from the Internet, permit traffic only to customer-defined endpoints, and provide load balancing and Network Address Translation (NAT) at the cloud-access layer. Security Response Events such as natural disasters, hardware failures, or service outages are all considered high impact issues, but only a limited number of these issues are considered to be security incidents. LensLock defines a security incident in the Online Services as illegal or unauthorized access that results in the loss, disclosure or alteration of Customer Data. The goal of security incident management in to identify and remediate threats quickly, investigating thoroughly, and notifying affected parties. Security incident management is an essential part of an effective risk management strategy and critical for compliance efforts. Having a clearly documented process is crucial because it allows the business to plan for the worst, rather than figuring it out in the heat of the moment. LensLock’s process is constantly evolving by tuning out false positives, automating responses, and contains a framework for evaluating the effectiveness of the program. Security Incident Response Lifecycle LensLock follows a 5-step incident response process when managing both security and availability incidents for the Azure services. The goal for both types is to restore normal service security and operations as quickly as possible after an issue is detected and an investigation is started. The response is implemented using a five-stage process: Detect, Assess, Diagnose, Stabilize, and Close. The Security Incident Response Team may move back and forth between diagnose to stabilize as the investigation progresses. 16 Customer Service LensLock takes pride on delivering world class 24/7 technical support and commit to being vigilant in response time for any and all issues that may arise over the course of a service period. Typically, the following table assessment is used to display both response and resolve time that LensLock ensures will be met if selected as the chosen provider of the City: The City will have both local and remote support available. With representatives in the area, APD can be assured they will have on-site support when needed. Additionally, stateside remote support is available to the City in an unlimited capacity and will have a designated LensLock Product Manager specifically designated to ensure software issues are addressed in a timely manner. Stage Description 1 Detect First indication of an event investigation 2 Assess An on-call incident response team member assesses the impact and severity of the event. Based on evidence, the assessment may or may not result in further escalation to the security response team. 3 Diagnose Security response experts conduct the technical or forensic investigation, identify containment, mitigation, and workaround strategies. If the security team believes that customer data may have become exposed to an unlawful or unauthorized individual, execution of the Customer Incident Notification process begins in parallel. 4 Stabilize, Recover The incident response team creates a recovery plan to mitigate the issue. Crisis containment steps such as quarantining impacted systems may occur immediately and in parallel with diagnosis. Longer term mitigations may be planned which occur after the immediate risk has passed. 5 Close/Post- Mortem The incident response team creates a post-mortem that outlines the details of the incident, with the intention to revise policies, procedures, and processes to prevent a reoccurrence of the event. Severity Level Status Impact Response Time Resolve Time Level 1 Critical Disruption to whole organization (Service Down) < 30 Min. ASAP 0-4 hrs. Level 2 Important Severe impact on service availability (Service degraded or unusable) < 30 Min ASAP 0-4 hrs. Level 3 Normal Non-Critical (Service degraded with no impact to service availability) < 4 Hours Next day 17 After implementation, LensLock will be available for support 24/7/365 in an unlimited capacity. Full comprehensive training is provided for all users prior to the beginning of the service. Training includes officer level, from BWC use and data upload to the evidence management side of the solution. There is a separate administrator training that will occur to cover all the capabilities of LensLock’s Portal. With company headquarters located just a few hours away, and representative Sean O’Grady located in the greater Los Angeles area, the City can be assured that the training staff will be on-site until the users feel comfortable with the use of the solution. On-going training is available in-person as needed. Training will take place at a specified time and place, typically the day(s) of equipment delivery and installation. LensLock is prepared to train users for as long as deemed necessary by the City. LensLock will assist the City every step of the way in training, quality assurance, and re-creation of any and all digital data that has been collected. Resources After careful analysis, we are pleased to communicate to the City without revocation that LensLock has the resources (financial, equipment, labor and capacity) available to provide the services under this RFP to the City of Arcadia Police Department. Userface When the “Videos” tab is selected on LensLock portal, the following image is what the user will see: 18 When the “Reports” tab is selected, the following image is what the user will see: The following is a sample of one type of report that can be generated by a user with admin access: 19 Exhibit 1 – Scope of Work Camera Specifications • Within industry standards for size and weight (max. 5.5 oz.) o Dimensions: 3.3750” H x 2.5625” W x 1.0625” D o Maximum combined weight: 4.5 oz. • Wide angle lens o 142 degrees • Waterproof, shockproof case o IP67 • Built-in WiFi o Yes • Built in Bluetooth o Yes • Built-in GPS o Yes • Multiple mounting options – on the body, i.e., clasps, plates, etc. o The following options are available for BWC location and mounting currently: ✓ Magnetic Plate Mount ✓ Molle Clip Mount ✓ Alligator clip ✓ Epaulet/Shoulder Mount ✓ Pin Mount ✓ Belt Mount ✓ LensLock’s solution includes any and all desired accessories by Cirtus Heights Police Department at no additional cost. • Ability to record continuously for at least 12 hours o Yes • Must have pre-record, and must have the ability deactivate the feature if deemed necessary o Yes, and yes • Additional battery extender options (battery pack, mobile charger, etc.) o Yes • Secure encryption of data o LensLock uses Transport Layer Security (TLS) when transferring videos, and when users log in to the application. TLS is the successor to the Secure Sockets Layer (SSL) protocol and is commonly encountered with websites beginning with https (Hypertext Transfer Protocol Secure). o Whenever sensitive data is stored on a system, it must be encrypted. LensLock uses two at-rest encryption protocols, which are both defined in the National Institute of Standards and Technology's FIPS 140-2 standard: http://csrc.nist.gov/publications/fips/fips140-2/fips1402annexa.pdf o When a video is first retrieved from the BWC, it will be encrypted with the 20 RSA asymmetric algorithm. There is no security exposure if the "public key" becomes known; this encryption key is commonly published openly. The "private key", kept only on the Microsoft Azure platform, is required to decrypt the video. o For faster access, files are stored in Azure using the Advanced Encryption Standard (AES) algorithm with 256-bit encryption, as specified in the CJIS Security Policy. These encryption keys are only available within Azure, and never available to users. • Multiple resolution settings of 480p/720p/1080p/1296p (set to dept. preference) o Multiple Recording Resolution 1440P (30 FPS)/1296P (30 FPS)/1080P (30 FPS)/270P (30 FPS)/480 (30 FPS) • Audio and video record o Yes • Multiple charging options (AC, 12V DC) o LensLock offers both AC and 12V DC charging options • Thirty (30) frames per second video o LensLock cameras support 30 FPS video • Mpeg – Four (4) formats o MP4/MPEG with H.264 or H.265 • Ability to simultaneously capture photos while recording videos without interruption o Yes • Multiple activation notifiers such as vibrate, speaker, lights o Vibrate, Speaker, and LED Indicators are all supported • Ability to set stealth mode (no lights or sounds, with vibration as the sole notifier) o LensLock BWCs support stealth mode (Turn off All LED Indicators and Sounds) • Charging time of four (4) hours or less o Less than 4 hours to fully charge • IR capable o LensLock supports IR capability (2PCS 850nm Infrared LED with Wide Angle) with the option to deactivate the feature if deemed necessary • AUTO ON capability utilizing Bluetooth technology with customizable triggers o Yes Storage • Off-site, secure, cloud storage in an unlimited capacity o LensLock offers unlimited data storage for all audio, video, and images. • Twenty-four (24) hour access for viewing or downloading the stored videos o LensLock’s Evidence Management Portal is accessible 24/7/365 on any browser. • Upon termination of the contract, City shall be given sufficient time to download all audio and video content. o LensLock agrees to give sufficient time to download all audio and video. • Acknowledgment that all data is property of the City and must be made available at no additional cost 21 o LensLock acknowledges that all data is property of the City of Cirtus Heights and shall be available at no additional cost. • Storage solution compliance with law enforcement CJIS data protection and transport (i.e., SSL) standards. No external party-initiated connections will be allowed. The storage facility must be located within the contiguous United States (lower 48) including data storage for disaster recovery (DR) solutions. o The LensLock Portal was designed by LensLock and is hosted in Microsoft Azure Government Cloud. The “gold standard” in terms of data storage, Microsoft Azure Government Cloud provides up-times of 99.999%, data storage backup, and disaster recovery measures that ensure the safest storage practices are in place. • Clear indication of storage costs, equipment replacement costs, and cloud transactions costs. Disclosure of all additional costs. o LensLock services are truly all inclusive. All additional storage, equipment replacement, and cloud transactions are done at no cost to the City. • Ability to export audit trail along with video, including redactions in an industry standard format o Yes • Identified scope of audit trail o The City can run a mapping report to see where the department’s videos are being captured, by whom, and what time of day based on the GPS data captured on the cameras. Parameters you can set include map center location, distance from center, officer/deputy, incident type, and when the videos were recorded. o Each video has a specific audit trail (chain of custody) that is accessible within the Video Details. The Chain of Custody document attached to each video shows the history of upload, download, access or changes (comments, annotations, etc.) made for each video evidence file. It includes the date, time, IP address, username, action taken, and data. Each video’s Chain of Custody is exportable and shareable. • Identified data integrity o Each video is immediately given a cryptographic signature, commonly called a digital fingerprint. This process effectively “adds up” all the bytes of the video to create a unique value, which is stored within Microsoft Azure. Any edits to the video will result in a new fingerprint value. This allows administrators to prove that a video has not been modified after it was originally captured. • Capability to produce digitally authenticated duplicates o LensLock is capable of producing digitally authenticated duplicates Technical Requirements • Cameras must be able to connect with any Windows 10 or newer computer for download and maintenance. o LensLock cameras are compatible with Windows 7 and higher • Vendor must include video/audio data management software. o The City is issued an unlimited number of software licenses to the 22 LensLock portal to access your video and audio data. • Twenty-four (24) hour remote technical support provided (contiguous United States) o LensLock offers unlimited remote stateside support to the City. We are willing to contractually guarantee 24-hour response to any and all THE CITY service issues and 72-hour replacement terms for equipment needs. Service and Repair • All service and repair of devices provided at no cost to the City. Vendor to list any exceptions to covered repairs. A replacement camera shall be provided within three (3) days, when sending a device for repairs. o LensLock provides unlimited, end-to-end warranty for all of its equipment. Broken equipment will be replaced no questions asked, at no additional cost. LensLock agrees to 72-hour replacement terms for equipment needs. • Vendor shall specify a replacement schedule, if applicable, and any replacement of cameras and accessories should commence with original product delivery date. o LensLock replaces all BWCs prior to the end of every thirty (30) months while under contract and prior to the end of the five-year contract term with its latest model. • 24-hour Technical Support (contiguous United States) o We are willing to contractually guarantee 24-hour response to any and all THE CITY service issues. Training Requirements • Selected Proposer must provide an on-site (to be held at the Arcadia Police Station) implementation and training program as part of its Proposed Services. o Yes, LensLock includes unlimited customer service to the City and provides implementation and training at your facility at a day and time that works best for your schedule. • At minimum, Proposer shall provide a Train-the-Trainer type of training program for the Patrol Division, specifically on how to use the Selected Proposer’s BWC equipment. The desired format is in-person and shall include a presentation, which fully trained personnel can utilize when training other teams/sections of Officers. o Yes, LensLock’s implementation plan includes a comprehensive in- person training program for the City’s Patrol Division. • Proposer shall also provide an in-depth training for Police Administrative staff consisting of two (2) to four (4) hours, which should focus on use of the BWC equipment’s software program to include training on viewing footage, downloading, transferring, redacting, and downloading reports, amongst other features. o Yes, LensLock’s implementation plan includes a two (2) to four (4) hour in-depth training session for the City’s Police Administrative staff. If more time is needed, LensLock will provide additional training at no cost. 23 Report Requirements • Vendor shall be responsible for providing a monthly summary of basic statistics provided by Vendor’s Data Management Software Program. o Yes, LensLock’s portal has a “Reports” tab that generates reports for daily activity, monthly activity, and an overall summary. The daily activity reports can be broken down into group, officer, and vehicle. For monthly activity, admin can view it by group, officer, or vehicle. Finally, the summary includes an annual summary report, data storage usage, monthly summary report, and a map report. Additionally, admin can view charts that explain the following: annual summary uploaded in gigabytes, monthly summary uploaded in gigabytes, data storage usage by day in gigabytes, and monthly activity by day in number of files uploaded. Other Requirements • Vendor shall be responsible for assuring employee compliance with all laws and regulations, compliance for all employment related laws and regulations, responding to inspections/audits by regulatory agencies and the City, and will pay any fines or assessments levied by regulatory agencies. o LensLock acknowledges this statement and assures the City that its employees will comply with any and all laws and regulations, responding to inspections/audits by regulatory agencies and the City, and will pay any fines or assessments levied by regulatory agencies. 24 Section 5 – Vendor Information Team Organization Chart LensLock’s Background and History LensLock was officially established October 20, 2014. LensLock is a privately held corporation headquartered in Tampa, FL. It has been operating as a legal entity since July 5th, 2015. After extensive research and development, LensLock began providing body worn camera services September 3rd, 2016. LensLock’s mission statement is as follows: “We believe that our clients have a very demanding job, and our mission and focus is to make their lives easier. We build innovative technology and deliver best-in-class customer service each and every day.” LensLock’s executive team has over fifty (50) years of experience providing services to public safety agencies. Our previous company, TargetSolutions, became the market leader for fire department and emergency medical service agencies. LensLock’s board of directors has advanced backgrounds in technology and public safety, and have devised a corporate strategy that ensures success in the long haul. Heavily focused on client service and retention, LensLock guarantees that Arcadia Police Department will receive the highest level of that service. LensLock is a State of California C corporation founded on July 5, 2015. LensLock, Inc. is a privately held company, and as such, the corporations’ financial data is highly confidential. However, the company is professionally managed by a validated management team and the 25 business is governed by a formal Board of Directors. LensLock is indeed profitable as well. Lastly, the Founder and CEO of LensLock has access to vast capital from multiple sources in the event the company chooses to expand. There are currently 14 shareholders that own stock in LensLock. The Handy Family Trust owns the vast majority of the corporation. In the last five (5) years, LensLock has not recognized or changed its name or ownership, or filed for bankruptcy. Section 6 – Project Employee Information Management & Key Personnel The following LensLock employees will be directly involved with the project and services as set forth in the City’s RFP. Their specific roles in the project and delivery of services are outlined in each employee’s resume. Jon Handy CEO JDH@lenslock.com 858-859-5083 Patrick Felsted Chief Technology Officer PRF@lenslock.com 801-836-0831 Sean O’Grady Corporate Regional Manager SOG@lenslock.com 949-690-6552 Cory Bone Corporate Regional Manager CDB@lenslock.com 770-286-6706 Wes Kipley Director of Client Services WEK@lenslock.com 480-993-7284 Christian Boynton Chief Information Officer BCB@lenslock.com 858-366-8356 Tyler Hendershot Director of Operations TDH@lenslock.com 619-315-7018 Brandon Davidson Client Services Manager BTD@lenslock.com 619-253-8728 Resumes for Key Personnel Listed below are the resumes for each member of LensLock’s team who will be assigned to this project. Every resume details each individual’s qualifications, years and types of experience, and education. All members listed have extensive experience with projects of similar size and scope. 26 27 28 29 30 31 32 33 34 35 Section 7 – Product Warranty Information Due to the structure of LensLock’s business model, warranty is included in an unlimited capacity. The City will only pay a license fee per BWC-user per year. With this model, the equipment is essentially leased by the City, and all equipment that needs replacement for any reason will be free of charge under LensLock’s end-to-end hardware guarantee. Prior to the end of thirty (30) months while under contract, LensLock will replace BWCs with its latest model. If the City were to sign a five (5) year contract with LensLock, they would both guarantee the per- user price from year one for the duration of the contract (if the City chooses to add more users down the road, they would be guaranteed this per-user price), as well as have their equipment replaced at least twice with maintaining the included warranty. The warranty begins upon APD receiving the equipment and covers all body worn cameras, accessories, and docking stations. LensLock provides an end-to-end hardware guarantee through the sixty (60) month term of the Master Equipment Agreement. Additionally, LensLock’s warranty includes both maintenance and support services. Section 8 – Maintenance Program Annual technical support and maintenance is included with annual per user per year fee and is available to APD in an unlimited capacity while under contract with LensLock. Once installed, any software related problems that may arise can be addressed remotely via LensLock’s technology team. Hardware issues will be addressed by LensLock’s support team 24/7/365. Located in San Diego, LensLock’s staff is flexible and steadfast in being readily available to accomplish the goals at South Gate Police Department for body worn cameras. LensLock is committed to having staff on-site in an unlimited capacity during installation and training, while on-going support will be provided in-person without exception. LensLock is constantly making software updates that are always provided free of charge to the City. Software is downloaded and configured for the City prior to installation. LensLock’s IT team endures extensive testing of all software and hardware to ensure accurate functioning. If in the rare event there are any malfunctions, LensLock’s team is available for troubleshooting and assistance in all circumstances. Section 9 – Contact Information Page Primary Contact Information Name: Sean O’Grady Title: Corporate Regional Manager Organization: LensLock Phone: 949.690.6552 Email: SOG@lenslock.com LensLock Information Company Name: LensLock, Inc. Address: 13125 Danielson Street, Suite 112 City, State, Zip: Poway, CA 92064 Federal Tax ID Number: 364824203 36 Section 10 – Proposal Signature Page On behalf of LensLock, I, Jon Handy, acknowledge complete understanding of and the ability to comply with all requirements of the RFP put forth by the City of Arcadia Police Department. Jon Handy Name of Authorized Signatory CEO Title of Authorized Signatory 08/26/2021 Date Signature ATTENTION: SHIP TO: Chief Roy Nakamura Arcadia Police Department 250 W Huntington Dr. Arcadia, CA 91007 Customer ID #22-698 1 Year Total QTY DESCRIPTION UNIT PRICE YEAR 1 COST 63 Gen 12 Body Worn Camera Service – UNLIMITED Data Plan $1,099.00 $69,237.00 7 Gen 12 Body Worn Camera Service – UNLIMITED Data Plan $1,099.00 INCLUDED 1 Titan V In-Car Video Service – UNLIMITED Data Plan $1,899.00 INCLUDED 1 CAD Integration $28,000.00 INCLUDED UNLIMITED Prograde Outsourced Redaction – Per Incident $495.00 INCLUDED 25 Veritone Redaction Software - Hourly $100.00 INCLUDED New Cameras Every 30 Months – BWC & ICV INCLUDED 60 Month Hardware Guarantee INCLUDED 1 On-Site Implementation & Training Fee – One-Time Fee $1,895.00 INCLUDED 1 Shipping & Handling Fees – One-Time Fee $1,295.00 INCLUDED 1 Software & Database Maintenance Fee – Annual Fee $495.00 INCLUDED SUBTOTAL $69,237.00 SALES TAX (10.25%) $7,096.79 Y1 TOTAL $76,333.79 *** SALES TAX NOT INCLUDED *** PAYMENT Year 1 $76,333.79 Year 2 $76,333.79 Year 3 $76,333.79 Year 4 $76,333.79 Year 5 $76,333.79 GRAND TOTAL $381,668.95 Proposal Number: #2 2-698 Proposal Valid for 30 days Services: BWC Service Payment Terms: Net 30 Length of Service: 60 Months Start Date: May 17th, 2022 SALES REPRESENTATIVE Sean O’Grady Regional Manager Phone: 949-690-6552 Email: SOG@LensLock.com Amber Abeyta Issued: April 21st, 2022 Draft Contract for Body Worn Camera Equipment and Data Storage Services between Arcadia and LensLock Inc. CITY OF ARCADIA PROFESSIONAL SERVICES AGREEMENT REGARDING BODY WORN CAMERA EQUIPMENT AND DATA STORAGE SERVICES This Agreement is made and entered into as of ________________, 20____ by and between the City of Arcadia, a municipal corporation organized and operating under the laws of the State of California with its principal place of business at 240 West Huntington Drive, Arcadia, California 91066 (“City”), and LensLock Inc., a California Corporation, with its principal place of business at 13125 Danielson Street, Suite 112, Poway, CA 92064 (hereinafter referred to as “Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement. RECITALS A.City is a public agency of the State of California and is in need of professional services for the following project: Body Worn Camera Equipment and Data Storage Services (hereinafter referred to as “the Project”). B.Consultant is duly licensed and has the necessary qualifications to provide such services. C.The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. AGREEMENT NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 2. Compensation. a.Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “B.” b.In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of three hundred eighty-two thousand dollars and zero cents ($382,000). Payments will be made on an annual basis in an amount not to exceed seventy-six thousand three hundred thirty-three dollars and seventy-nine cents ($76, 633.79). This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Payments shall be made on an annual basis. 3.Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a DR A F T Attachment "B" 2 Updated Feb. 2020 statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. 4.Maintenance of Records. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 5. Term of Performance. The term of this Agreement shall be from the date this Agreement is executed to June 30, 2027, unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). The Notice to Proceed shall set forth the date of commencement of work. 6.Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non- performing party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint. b.Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. 7.Compliance with Law. a.Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b.If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c.If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 8.Standard of Care DR A F T 3 Updated Feb. 2020 Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. 9.Assignment and Subconsultant Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates, and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 10. Independent Contractor Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. 11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a.Commercial General Liability (i)The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii)Coverage for Commercial General Liability insurance shall be at least as broad as the following: (1)Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii)Commercial General Liability Insurance must include coverage for the following: (1)Bodily Injury and Property Damage (2)Personal Injury/Advertising Injury (3)Premises/Operations Liability (4)Products/Completed Operations Liability (5)Aggregate Limits that Apply per Project (6)Explosion, Collapse and Underground (UCX) exclusion deleted (7)Contractual Liability with respect to this Agreement (8)Property Damage (9)Independent Consultants Coverage DR A F T 4 Updated Feb. 2020 (iv)The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v)The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi)The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability (i)At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii)Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii)The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv)Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. c.Workers’ Compensation/Employer’s Liability (i)Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii)To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. d.Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall DR A F T 5 Updated Feb. 2020 maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e.Minimum Policy Limits Required (i)The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Liability $1,000,000 per claim and aggregate (errors and omissions) (ii)Defense costs shall be payable in addition to the limits. (iii)Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f.Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. g.Policy Provisions Required (i)Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General DR A F T 6 Updated Feb. 2020 Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii)The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii)The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv)All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v)The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. h.Qualifying Insurers (i)All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1)Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. i.Additional Insurance Provisions (i)The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification. (ii)If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is DR A F T 7 Updated Feb. 2020 canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii)The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv)Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. j.Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 12. Indemnification. a.To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers. b.To the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s obligations under the above indemnity shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, but shall not otherwise be reduced. If Consultant’s obligations to defend, indemnify, and/or hold harmless arise out of Consultant’s performance of “design professional services” (as that term is defined under Civil Code section 2782.8), then upon Consultant obtaining a final adjudication that liability under a claim is caused by the comparative active negligence or willful misconduct of the City, Consultant’s obligations shall be reduced in proportion to the established comparative liability of the City and shall not exceed the Consultant’s proportionate percentage of fault. 13.California Labor Code Requirements. a.Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public DR A F T 8 Updated Feb. 2020 works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). b.If the services are being performed as part of an applicable “public works” or “maintenance” project and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. c.This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor. 14.Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 15.Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of Los Angeles, State of California. 16.Termination or Abandonment a.City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and DR A F T 9 Updated Feb. 2020 specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b.Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 17. Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 18.Organization Consultant shall assign Tyler Hendershot as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 19.Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 20.Notice Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to: CITY: City of Arcadia Police Department 250 West Huntington Drive Post Office Box 60021 Arcadia, CA 91066 Attn: Roy Nakamura, Police Chief CONSULTANT: LensLock Inc. 13125 Danielson St., Suite 112 Poway, CA 92064 Attn: Sean O’Gray, Regional Manager and shall be effective upon receipt thereof. 21.Third Party Rights DR A F T 10 Updated Feb. 2020 Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 22. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 23. Entire Agreement This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement. 24. Severability The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the provisions unenforceable, invalid or illegal. 25. Successors and Assigns This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 26. Non-Waiver None of the provisions of this Agreement shall be considered waived by either party, unless such waiver is specifically specified in writing. 27. Time of Essence Time is of the essence for each and every provision of this Agreement. 28. City’s Right to Employ Other Consultants City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 29. Prohibited Interests Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this DR A F T 11 Updated Feb. 2020 Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. [SIGNATURES ON FOLLOWING PAGE] DR A F T 12 Updated Feb. 2020 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF ARCADIA AND LENSLOCK INC. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF ARCADIA LENSLOCK INC. By: By: Dominic Lazzaretto Andrew Lynch City Manager Vice President of Sales Date: Date: By: ATTEST: Sean O’Grady Regional Sales Director By: Date: City Clerk APPROVED AS TO FORM By: Roy Nakamura Chief of Police By: Date: Stephen P. Deitsch City Attorney DR A F T 13 Updated Feb. 2020 EXHIBIT A Scope of Services The scope of services provided by the Consultant during the entire period of this Agreement are provided below as outlined in the Consultant’s proposal attached herein as Section 4. – Body Worn Camera Equipment and Software Program Capabilities and Exhibit 1 – Scope of Work. DR A F T 13 Section 4 – BWC Equipment and Software Program Capabilities Below is an overview of how LensLock’s system operates. Unique Features The capabilities of LensLock’s Gen-12 Body Worn Camera can be found under “Camera Specifications” in Exhibit 1 – Scope of Work. Additional unique features of LensLock’s hardware and software include Wi-Fi connection to mobile app, personalized settings, CAD/RMS integration, and a fully integrated portal. The LensLock mobile application is a customized application that is included in our pricing model. LensLock’s in-field review and tagging application can be downloaded on a phone, MDT, tablet, or desktop. End-users can use the Wi-Fi on the BWC to connect to their device. Then, the media that is currently on the BWC can be viewed and edit notes can be added to videos while being in the field. Then, the second the body camera is docked, all the information will upload to the LensLock portal with the video. This saves end-users a plethora of time because they will not have to wait until the end of a shift to go into the portal and add all of the information from every video they took. DR A F T 14 Additionally, LensLock offers its clients complete customization of BWC settings at no additional charge to the City. LensLock’s Gen 12 BWC features Wi-Fi, infrared night vision, lights, vibration, audio alerts, GPS, pre-record, and stealth mode. Every one of these settings can be customized to the City’s preferences at no cost. As another part of our business model, LensLock would complete an advanced API bridge with the City’s current CAD/RMS provider, EIS. This integration allows for auto tagging of meta data to the video files captured in the field in a dynamic manner, so the officer does not have to manually complete the data entry. We are offering this integration project which will be delivered to the City at no additional cost. An additional unique feature of LensLock is our fully integrated portal. All three (3) of our products, body, in-car, or fixed camera videos can be viewed on one platform. On the LensLock portal, users with administrative access can view videos by case number, no matter which LensLock camera it was taken on. Microsoft Azure LensLock and its broad network of body-worn camera partners are working closely with agencies to deliver solutions that support the requirements for digital video storage, media management, and the Criminal Justice Information Services (CJIS) Security Policy. Therefore, LensLock uses the most well-known CJIS compliant platform, Microsoft Azure. Using the Microsoft Azure government cloud, you can access, tag, and share all your data efficiently and dynamically while maintaining CJIS compliance. Media Asset Protection Achieving compliance support for any media service requires meeting industry standards for the transfer, storage, and delivery of content. Azure Government delivers a robust solution designed to exceed U.S. government standards, utilizing powerful resources such as AES encryption and Microsoft PlayReady Digital Rights Management (DRM). The service keeps assets well- protected during upload, while at rest in storage, and during playback. Transfer Azure Government enables multiple video formats and supports a variety of playback devices and resolutions. In addition, agencies can upload content from building and city surveillance systems, interview rooms, and network videos recorders (NVR). Store Azure Government provides the flexibility and resiliency to securely store, back up, and retrieve large amounts of unstructured data, such as media files, with Azure Blobs. Agencies can also control access from the Internet, permit traffic only to customer-defined endpoints, and provide load balancing and Network Address Translation (NAT) at the cloud-access layer. DR A F T 15 Deliver Azure Government provides the flexibility and resiliency to securely store, back up, and retrieve large amounts of unstructured data, such as media files, with Azure Blobs. Agencies can also control access from the Internet, permit traffic only to customer-defined endpoints, and provide load balancing and Network Address Translation (NAT) at the cloud-access layer. Security Response Events such as natural disasters, hardware failures, or service outages are all considered high impact issues, but only a limited number of these issues are considered to be security incidents. LensLock defines a security incident in the Online Services as illegal or unauthorized access that results in the loss, disclosure or alteration of Customer Data. The goal of security incident management in to identify and remediate threats quickly, investigating thoroughly, and notifying affected parties. Security incident management is an essential part of an effective risk management strategy and critical for compliance efforts. Having a clearly documented process is crucial because it allows the business to plan for the worst, rather than figuring it out in the heat of the moment. LensLock’s process is constantly evolving by tuning out false positives, automating responses, and contains a framework for evaluating the effectiveness of the program. Security Incident Response Lifecycle LensLock follows a 5-step incident response process when managing both security and availability incidents for the Azure services. The goal for both types is to restore normal service security and operations as quickly as possible after an issue is detected and an investigation is started. The response is implemented using a five-stage process: Detect, Assess, Diagnose, Stabilize, and Close. The Security Incident Response Team may move back and forth between diagnose to stabilize as the investigation progresses. DR A F T 16 Customer Service LensLock takes pride on delivering world class 24/7 technical support and commit to being vigilant in response time for any and all issues that may arise over the course of a service period. Typically, the following table assessment is used to display both response and resolve time that LensLock ensures will be met if selected as the chosen provider of the City: The City will have both local and remote support available. With representatives in the area, APD can be assured they will have on-site support when needed. Additionally, stateside remote support is available to the City in an unlimited capacity and will have a designated LensLock Product Manager specifically designated to ensure software issues are addressed in a timely manner. Stage Description 1 Detect First indication of an event investigation 2 Assess An on-call incident response team member assesses the impact and severity of the event. Based on evidence, the assessment may or may not result in further escalation to the security response team. 3 Diagnose Security response experts conduct the technical or forensic investigation, identify containment, mitigation, and workaround strategies. If the security team believes that customer data may have become exposed to an unlawful or unauthorized individual, execution of the Customer Incident Notification process begins in parallel. 4 Stabilize, Recover The incident response team creates a recovery plan to mitigate the issue. Crisis containment steps such as quarantining impacted systems may occur immediately and in parallel with diagnosis. Longer term mitigations may be planned which occur after the immediate risk has passed. 5 Close/Post- Mortem The incident response team creates a post-mortem that outlines the details of the incident, with the intention to revise policies, procedures, and processes to prevent a reoccurrence of the event. Severity Level Status Impact Response Time Resolve Time Level 1 Critical Disruption to whole organization (Service Down) < 30 Min. ASAP 0-4 hrs. Level 2 Important Severe impact on service availability (Service degraded or unusable) < 30 Min ASAP 0-4 hrs. Level 3 Normal Non-Critical (Service degraded with no impact to service availability) < 4 Hours Next day DR A F T 17 After implementation, LensLock will be available for support 24/7/365 in an unlimited capacity. Full comprehensive training is provided for all users prior to the beginning of the service. Training includes officer level, from BWC use and data upload to the evidence management side of the solution. There is a separate administrator training that will occur to cover all the capabilities of LensLock’s Portal. With company headquarters located just a few hours away, and representative Sean O’Grady located in the greater Los Angeles area, the City can be assured that the training staff will be on-site until the users feel comfortable with the use of the solution. On-going training is available in-person as needed. Training will take place at a specified time and place, typically the day(s) of equipment delivery and installation. LensLock is prepared to train users for as long as deemed necessary by the City. LensLock will assist the City every step of the way in training, quality assurance, and re-creation of any and all digital data that has been collected. Resources After careful analysis, we are pleased to communicate to the City without revocation that LensLock has the resources (financial, equipment, labor and capacity) available to provide the services under this RFP to the City of Arcadia Police Department. Userface When the “Videos” tab is selected on LensLock portal, the following image is what the user will see: DR A F T 18 When the “Reports” tab is selected, the following image is what the user will see: The following is a sample of one type of report that can be generated by a user with admin access: DR A F T 19 Exhibit 1 – Scope of Work Camera Specifications • Within industry standards for size and weight (max. 5.5 oz.) o Dimensions: 3.3750” H x 2.5625” W x 1.0625” D o Maximum combined weight: 4.5 oz. • Wide angle lens o 142 degrees • Waterproof, shockproof case o IP67 • Built-in WiFi o Yes • Built in Bluetooth o Yes • Built-in GPS o Yes • Multiple mounting options – on the body, i.e., clasps, plates, etc. o The following options are available for BWC location and mounting currently: ✓ Magnetic Plate Mount ✓ Molle Clip Mount ✓ Alligator clip ✓ Epaulet/Shoulder Mount ✓ Pin Mount ✓ Belt Mount ✓ LensLock’s solution includes any and all desired accessories by Cirtus Heights Police Department at no additional cost. • Ability to record continuously for at least 12 hours o Yes • Must have pre-record, and must have the ability deactivate the feature if deemed necessary o Yes, and yes • Additional battery extender options (battery pack, mobile charger, etc.) o Yes • Secure encryption of data o LensLock uses Transport Layer Security (TLS) when transferring videos, and when users log in to the application. TLS is the successor to the Secure Sockets Layer (SSL) protocol and is commonly encountered with websites beginning with https (Hypertext Transfer Protocol Secure). o Whenever sensitive data is stored on a system, it must be encrypted. LensLock uses two at-rest encryption protocols, which are both defined in the National Institute of Standards and Technology's FIPS 140-2 standard: http://csrc.nist.gov/publications/fips/fips140-2/fips1402annexa.pdf o When a video is first retrieved from the BWC, it will be encrypted with the DR A F T 20 RSA asymmetric algorithm. There is no security exposure if the "public key" becomes known; this encryption key is commonly published openly. The "private key", kept only on the Microsoft Azure platform, is required to decrypt the video. o For faster access, files are stored in Azure using the Advanced Encryption Standard (AES) algorithm with 256-bit encryption, as specified in the CJIS Security Policy. These encryption keys are only available within Azure, and never available to users. •Multiple resolution settings of 480p/720p/1080p/1296p (set to dept. preference) o Multiple Recording Resolution 1440P (30 FPS)/1296P (30 FPS)/1080P (30 FPS)/270P (30 FPS)/480 (30 FPS) •Audio and video record o Yes •Multiple charging options (AC, 12V DC) o LensLock offers both AC and 12V DC charging options •Thirty (30) frames per second video o LensLock cameras support 30 FPS video •Mpeg – Four (4) formats o MP4/MPEG with H.264 or H.265 •Ability to simultaneously capture photos while recording videos without interruption o Yes •Multiple activation notifiers such as vibrate, speaker, lights o Vibrate, Speaker, and LED Indicators are all supported •Ability to set stealth mode (no lights or sounds, with vibration as the sole notifier) o LensLock BWCs support stealth mode (Turn off All LED Indicators and Sounds) •Charging time of four (4) hours or less o Less than 4 hours to fully charge •IR capable o LensLock supports IR capability (2PCS 850nm Infrared LED with Wide Angle) with the option to deactivate the feature if deemed necessary •AUTO ON capability utilizing Bluetooth technology with customizable triggers o Yes Storage •Off-site, secure, cloud storage in an unlimited capacity o LensLock offers unlimited data storage for all audio, video, and images. •Twenty-four (24) hour access for viewing or downloading the stored videos o LensLock’s Evidence Management Portal is accessible 24/7/365 on any browser. •Upon termination of the contract, City shall be given sufficient time to download all audio and video content. o LensLock agrees to give sufficient time to download all audio and video. •Acknowledgment that all data is property of the City and must be made available at no additional cost DR A F T 21 o LensLock acknowledges that all data is property of the City of Cirtus Heights and shall be available at no additional cost. •Storage solution compliance with law enforcement CJIS data protection and transport (i.e., SSL) standards. No external party-initiated connections will be allowed. The storage facility must be located within the contiguous United States (lower 48) including data storage for disaster recovery (DR) solutions. o The LensLock Portal was designed by LensLock and is hosted in Microsoft Azure Government Cloud. The “gold standard” in terms of data storage, Microsoft Azure Government Cloud provides up-times of 99.999%, data storage backup, and disaster recovery measures that ensure the safest storage practices are in place. •Clear indication of storage costs, equipment replacement costs, and cloud transactions costs. Disclosure of all additional costs. o LensLock services are truly all inclusive. All additional storage, equipment replacement, and cloud transactions are done at no cost to the City. •Ability to export audit trail along with video, including redactions in an industry standard format o Yes •Identified scope of audit trail o The City can run a mapping report to see where the department’s videos are being captured, by whom, and what time of day based on the GPS data captured on the cameras. Parameters you can set include map center location, distance from center, officer/deputy, incident type, and when the videos were recorded. o Each video has a specific audit trail (chain of custody) that is accessible within the Video Details. The Chain of Custody document attached to each video shows the history of upload, download, access or changes (comments, annotations, etc.) made for each video evidence file. It includes the date, time, IP address, username, action taken, and data. Each video’s Chain of Custody is exportable and shareable. •Identified data integrity o Each video is immediately given a cryptographic signature, commonly called a digital fingerprint. This process effectively “adds up” all the bytes of the video to create a unique value, which is stored within Microsoft Azure. Any edits to the video will result in a new fingerprint value. This allows administrators to prove that a video has not been modified after it was originally captured. •Capability to produce digitally authenticated duplicates o LensLock is capable of producing digitally authenticated duplicates Technical Requirements •Cameras must be able to connect with any Windows 10 or newer computer for download and maintenance. o LensLock cameras are compatible with Windows 7 and higher •Vendor must include video/audio data management software. o The City is issued an unlimited number of software licenses to the DR A F T 22 LensLock portal to access your video and audio data. •Twenty-four (24) hour remote technical support provided (contiguous United States) o LensLock offers unlimited remote stateside support to the City. We are willing to contractually guarantee 24-hour response to any and all THE CITY service issues and 72-hour replacement terms for equipment needs. Service and Repair •All service and repair of devices provided at no cost to the City. Vendor to list any exceptions to covered repairs. A replacement camera shall be provided within three (3) days, when sending a device for repairs. o LensLock provides unlimited, end-to-end warranty for all of its equipment. Broken equipment will be replaced no questions asked, at no additional cost. LensLock agrees to 72-hour replacement terms for equipment needs. •Vendor shall specify a replacement schedule, if applicable, and any replacement of cameras and accessories should commence with original product delivery date. o LensLock replaces all BWCs prior to the end of every thirty (30) months while under contract and prior to the end of the five-year contract term with its latest model. •24-hour Technical Support (contiguous United States) o We are willing to contractually guarantee 24-hour response to any and all THE CITY service issues. Training Requirements •Selected Proposer must provide an on-site (to be held at the Arcadia Police Station) implementation and training program as part of its Proposed Services. o Yes, LensLock includes unlimited customer service to the City and provides implementation and training at your facility at a day and time that works best for your schedule. •At minimum, Proposer shall provide a Train-the-Trainer type of training program for the Patrol Division, specifically on how to use the Selected Proposer’s BWC equipment. The desired format is in-person and shall include a presentation, which fully trained personnel can utilize when training other teams/sections of Officers. o Yes, LensLock’s implementation plan includes a comprehensive in- person training program for the City’s Patrol Division. •Proposer shall also provide an in-depth training for Police Administrative staff consisting of two (2) to four (4) hours, which should focus on use of the BWC equipment’s software program to include training on viewing footage, downloading, transferring, redacting, and downloading reports, amongst other features. o Yes, LensLock’s implementation plan includes a two (2) to four (4) hour in-depth training session for the City’s Police Administrative staff. If more time is needed, LensLock will provide additional training at no cost. DR A F T 23 Report Requirements •Vendor shall be responsible for providing a monthly summary of basic statistics provided by Vendor’s Data Management Software Program. o Yes, LensLock’s portal has a “Reports” tab that generates reports for daily activity, monthly activity, and an overall summary. The daily activity reports can be broken down into group, officer, and vehicle. For monthly activity, admin can view it by group, officer, or vehicle. Finally, the summary includes an annual summary report, data storage usage, monthly summary report, and a map report. Additionally, admin can view charts that explain the following: annual summary uploaded in gigabytes, monthly summary uploaded in gigabytes, data storage usage by day in gigabytes, and monthly activity by day in number of files uploaded. Other Requirements •Vendor shall be responsible for assuring employee compliance with all laws and regulations, compliance for all employment related laws and regulations, responding to inspections/audits by regulatory agencies and the City, and will pay any fines or assessments levied by regulatory agencies. o LensLock acknowledges this statement and assures the City that its employees will comply with any and all laws and regulations, responding to inspections/audits by regulatory agencies and the City, and will pay any fines or assessments levied by regulatory agencies. DR A F T 14 Updated Feb. 2020 EXHIBIT B Schedule of Charges/Payments The total cost for the five-year Agreement shall not exceed $382,000. Payments will be made on an annual basis in the amount of $76,333.79 and an itemized breakdown is listed in the table below. Qty. Description Unit Price Year 1 Cost 63 Gen 12 Body Worn Camera Service – Unlimited Data Plan $1,099.00 $69,237.00 7 Gen 12 Body Worn Camera Service – Unlimited Data Plan $1,099.00 Included 1 Titan V In-Car Video Service – Unlimited Data Plan $1,899.00 Included 1 CAD Integration $28,000 Included Unlimited Prograde Outsourced Redaction – Per Incident $495.00 Included 25 Veriton Redaction Software - Hourly $100.00 Included New Cameras Every 30 Months – BWC & ICV Included 60 Month Hardware Guarantee Included 1 On-Site Implementation & Training Fee – One-Time Fee $1,895.00 Included 1 Shipping & Handling Fees – One- Time Fee $1,296.00 Included 1 Software & Database Maintenance $495.00 Included Subtotal $69,237.00 Sales Tax (10.25%) $7,096.76 Y1 Total $76,333.79 DR A F T 15 Updated Feb. 2020 EXHIBIT C Activity Schedule The scope of services shall be provided throughout the term of the contract. DR A F T