The URL can be used to link to this page

Home My WebLink AboutMemo-Sole Source FindingCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : FROM : Kenneth Robe Chief Procure cer/Pu chasing Director Pablo R. Velez, Esq., CPP Procurement Supervisor DATE : SUBJECT: November 27, 2013 FILE : VideOversight Interview Room Recording and Case Management System Sole Source No. 12-13-035 REFERENCES: ENCLOSURES: An investigation was conducted to determine whether the VideOversight Interview Room Recording and Case Management System ("VideOversight System") is a sole source. The VideOversight System is an interview room recording and case management system which combines both advanced digital video technology with comprehensive web -based case management software for the provision of video monitoring, recording, retrieval, and archiving while providing secure user authentication and access control for the City of Miami Department of Police ("Department") — specifically, the Criminal Investigations Division, the Homicide Unit, and the Internal Affairs Division. Microception, Inc. ("Microception"), a Non -Local Vendor located at 4555 Mansell Road, Suite 300, Alpharetta, GA 30022, is the sole developer, owner, and distributer of the VideOversight System; and, consequently, is the sole provider of the same. The video recording of interviews and the confessions of suspects during investigations is absolutely vital to the provision of viable and compelling evidence necessary for the successful prosecution of pending criminal cases. Said evidence reaffirms the credibility of the investigators assigned to these criminal cases while serving to negate the potential allegations of false or coerced confessions often proffered by the suspects. Due to the aforementioned reasons most major police departments have resorted to the video recording of all statements and confessions from suspects — with over 100 agencies all across North America deploying the VideOversight System for this very purpose since the system's commercial launch in 2006. In fact, one such agency, the City of Atlanta, just procured the VideOversight System earlier this year for its own Police Department via the attached Sole Source Procurement Certification No. SS-6538-PL. Currently, the Department's interview process video recording system is an obsolete version consisting of individual DVD recorders which are neither manufactured nor certified for courtroom presentations. Just as significant, the Department's interviews are not being stored via a secure network storage device supported by a central server which often results in a loss of evidence. The VideOversight System's comprehensive online case management application allows for the linking and archiving of not only interrogation recordings, but also any associated electronic evidence such as pictures, documents, spreadsheets, and notes. Concerning the same, the system also allows for the import of external case videos, photos, memos and other documents that might be related to a case, and allows for the annotation of different segments of the video recording, while being recorded or during its playback, with active hyperlinks to these same points in the video stream. The VideOversight System also provides for remote simultaneous live viewing, recording, and playback of interrogations from any authorized computer on the network, thereby eliminating the need for special viewing rooms. In fact, the system allows for the management of multiple interview rooms, located throughout the Department's various divisions and units as part of a single system on the Department's network domain. 1 Concerning the recording of the interviews themselves, the system possesses a dual camera support function which allows the viewing, recording, and playback of two (2) fully synchronized, independent camera views from the same room, simultaneously on the same screen with independent camera feeds — and, not a picture -in -picture image. In turn, these two (2) independent camera feeds provide the prosecutor of a criminal case with a close-up view of the interviewee side -by -side with a full room view while maintaining the ability to store, transfer, and view each feed separately for forensic purposes. Additionally, the VideOversight System is structured for the compartmentalization of information based on a need -to -know basis, thereby simplifying its management. The system efficiently organizes recordings and related case file data into easily searchable case folders which, in turn, facilitate the management of thousands of recordings, their subsequent retrieval, and the access to the same thereafter. Regarding the need -to -know basis aspect, the system provides multiple layers of access control for enhanced security. The system restricts user access to those recordings and corresponding case folders that pertain to that user's own divisions or sub -divisions only, and not those of "peer" or "parent" divisions. The system also offers an authorization function referred to as an Access Control List ("ACL") which enables administrators to assign individual rights and/or groups of rights to users; thereby, further enforcing access control while facilitating the management of user access to evidentiary information and other system -related services. The VideOversight System also records all important user actions in an audit trail conducive to both the system's transparency and accountability. The referenced audit trail provides the system with the proof necessary to establish that videos have not been tampered with since being recorded. Ultimately, this system function enables the authentication of information and the preservation of its chain -of -custody — all of which are absolutely critical for the proper submission of evidence. Furthermore, the VideOversight System is protected by copyright and may not be distributed or resold without Microception's permission to do so. Concerning the same, in an effort to ensure a consistent standard of support, Microception eliminated its reseller program in the United States and only sells the system directly to the end user. Additionally, the system is only operational with the March Networks line of video recording appliances, for which Microception is a national Certified Solutions Provider ("CSP"). Based on the aforementioned, Microception is not only the sole provider of the VideOversight software in the United States; but, in the Miami -Dade area, no other vendor is authorized to implement a fully integrated VideOversight solution, inclusive of the aforementioned, required March Networks video recording appliances. Considering that Microception is the sole developer, owner, and distributor of the VideOversight System and, hence, its sole provider, issuance of a sealed, competitive solicitation — an Invitation for Bid ("IFB") or Request for Proposals ("RFP") — for this procurement would not be practical for the City. Pursuant to Section 18-92(a)(1) of the City of Miami Procurement Ordinance, "sole - source awards may be made...[w]here the compatibility of equipment, accessories, or replacement parts permits one reasonable source of supply". 2 Accordingly, pursuant to Section 18-92 of the City of Miami Procurement Ordinance, waiver of the requirements for competitive bidding and approval of the following findings is recommended: Microception, Inc. ("Microception"), a Non -Local Vendor located at 4555 Mansell Road, Suite 300, Alpharetta, GA 30022, is the sole developer, owner, and distributer of the VideOversight Interview Room Recording and Case Management System ("VideOversight System"); and, consequently, is the sole source provider of the same for the Department of Police. The sole -source contract has been negotiated so as to obtain the most favorable pricing, terms and conditions as may be offered to other clients of Microception, inclusive of the system's delivery, installation, configuration, training, and warranty. Funds for this procurement will be allocated from the Justice Assistance Grant (JAG) Program Year 2011, Project No. 19-190005, Award 1813, Account Code No. 12000.191602.664000 for the amount of $86,650.00 'and from the Department of Police General Fund Account Code No. 00001.191501.664000 for the amount of $3,188.00 for a total funding amount of $89,838.00. APPROVED BY: APPROVED BY: /.2/03 Ken eth RobertsonDate Chie Procurement Officer/Purchasing Director VI ./419-16 ` -Lc -- 13 Johnry-Martine, P.E., Date City Manager 3