HomeMy WebLinkAboutSummary FormDate: 12/04/2013
AGENDA ITEM SUMMARY FORM
FILE ID: 1-5- 101 S 4D
Requesting Department: Department of Police
Administration
Commission Meeting Date: 01/09/2014 District Impacted: All
Type: ® Resolution ❑ Ordinance El Emergency Ordinance ❑ Discussion Item
❑ Other
Subject: VideOversight Interview Room Recording and Case Management System,
Sole Source No. 12-13-035
Purpose of Item:
Law Department
Matter ID No.
The nature of this item is to authorize a resolution of the Miami City Commission, by a four -fifths (4/5ths)
affirmative vote, pursuant to section 18-92 of the Code of the City of Miami, Florida, as amended, after an
advertised public hearing, ratifying, approving and confirming the City Manager's finding of a sole source;
waiving the requirements for competitive sealed bidding procedures and awarding a contract for the
procurement of the VideOversight Interview Room Recording and Case Management System ("VideOversight
System") from its sole developer, owner, distributer, and provider Microception, Inc. for the Department of
Police, is approved, allocating $86,650.00 of funds from the Justice Assistance Grant (JAG) Program Year
2011, Project No. 19-190005, Award 1813, Account Code No. 12000.191602.664000 and $3,188.00 of funds
from the Department of Police General Fund, Account Code No. 00001.191501.664000 for a not to exceed
total funding amount of $89,838.00, subject to the availability of funds and budgetary approval at the time of
need.
Background Information:
PLEASE SEE ATTACHED.
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below.
General Account No: 00001.191501.664000 and 12000.191602.664000
Special Revenue Account No: N/A
CIP Project No:
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost: $72,342.00
Maintenance Cost: $17,496.00
Total Fiscal Impact: $89,838.00
Final Approvals
(SIGN AND DATE
CIP Budget
If using or receiving capital funds
Grants _ Risk Management
-2/.5/3_
AGENDA ITEM SUMMARY FORM (CONTINUED...)
Subject: VideOversight Interview Room Recording and Case Management System,
Sole Source No. 12-13-035
Background Information:
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 a 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 interview process video recording system for the Department of Police ("Department") 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 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 Department — specifically, the Criminal
Investigations Division, the Homicide Unit, and the Internal Affairs Division. This 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.
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 is also 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.
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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 trial 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".
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