7.4. SR 03-15-2010® Item umber
Ma ox and Ci Council 7.4,
Benda ectl~n eetln ate reare ~
Administration March 15, 2oI0 Jeffrey A. Beahen, Chief of Police
Tim Simon, Finance Director
Bob Pearson, zT Director
Item escriti®n eviee
Purchase of an iRecord Video/Audio Recorder for the Police
Department e~iee
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cti~n„ ,.eu~~e
Council approval for the purchase of the iRecord recording system which is needed to replace the current
video recording system currently used at the Police Department.
aclc r®un! iscussi~n
when the public safety facility was completed in 2003, the police department installed a series of ~4}
DVD recorders equipped with internal hard drives to record suspect and victim interviews. These
recorders cover our two holding rooms, a hard interview room, and a soft interview zoom. Each room is
equipped with a remote start button, a video camera, and a microphone.
fiver the past few months, this mechanical manne~.• of recording critical videos has started to fail,
essentially the VCR's are wearing out, ~1'e have had two internal hard drivers fail, and several videos that
could not be recorded over the DVD's. In the case of a serious offense ~robbexy, homicide, etc}, that
failure can result in the catastt•ophic loss of very critical recorded evidence.
In review of how this has started to occur, it is basically that no one could have predicted what the life
expectancy was ox t ese ev~ces, but it appears it was about seven years,
In addition to the mechanical def ciency, there is an unrelated problem that our ~T and building
mai~t~tenance staff have not been able to resolve, The current system requh•es a number of older style
cathode tube monitors, which have now been funning 24 hours a day for almost seven years, The images
of the zooms they are assigned to have been etched into the tubes, creating viewing problems. In
addition, they are susceptible to electrical mechanical interference, and as a result, the screens are full of
waves and patterns, The cables have been changed to a protected/shielded type, with no improvement.
These monitors have to be replaced if we tsy to stay with the current system. There are currently ten ~I o}
of these monitors which run between $SOO and $i,5o0 each to replace. The existing monitors are very
energy inefficient.
To ensure the integrity of our evidence and maintain the ability to record and retrieve video evidence, the
only viable solution is to replace the mechanical system with a server based application that is controlled
by a software product. This would be one system with the capability to record multiple rooms. zt would
include installation, training, and all required equipment, It would replace the aging cathode tube
C;~Dacuments and Settings~jnuller~Lncal Scttin~s~Temporary Internet Files~oLK3I~~Action Requested-Evl.doc
manitors• 1n fact, because the system in network based, videos can be viewed on up to five computers
anywhere in the building.
There axe many other problems and solutions related to the current system and the pxoposed
replacement, Attached are detailed problem and solution documents from the proposal for youx review.
~n~nc~a~~~ t
This was not a normal budgeted item as it was not a problem needing replacing during the normal budget
process. The cost for complete purchase, installation, and training is $38,G14.4L There is only one vendor
and solution on the mail~et right now, their quote is attached as well. The Capital outlay Reserve Fund
~C~RF} or the Council Contingency Fund has been used in the past fox purchases that have not been
budgeted but are in need of emergency repah.• or replacement. Since the new iRecord system is expected
to last 10-15 years and the Council Contingency has been reserved for any un-allotment on 20~ 0, Tim
Simon would recommend the C~RF for this purchase.
~~achens
® Document containing a review of the current situation
~ Solution document
Loffler proposal
C,~Documents and Settii~gs~jmiller~TACnI Settings1'T'emporary Internet riles~OLK3T?~Actian Requested-Evl,dnc
- •-, Contact: JenniferAnderson
Email; jennifera~lo~fler,com
1101 East 78th Street ~ Blaomin ton, MN 5520
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Phone, 952-925-6800 ~ F'ax: 952-925-6501 _
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X111 To: Elk River Police Department ~ Ship To: Elk River Police Department
Michelle Masica Michelle Masica
13077 Qrono Parkway ~ 30?l Qrono Parkway
Elk River, MN 55330 Elk River, MN 55330
Sherburne Sherburne
Phone: 163-635-1250 Ph®ne: 163635-~ 250
Fax: Fax:
4 Room iRecord digital video and audio recording solution
for interview rooms Dry Contact switches for 4 rooms, w t
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Evidence Vault Softwre for tang term archiving, Redaction Terms Rep P.Q. Number Ship Via
feature.
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Unit Price _.,..."..R.'7_...i.,a.^..~i.'.:;.~"_T,;:~'..:t'.7"-,::7
Ext. Price
1 1 iRecord Vi Professional 4 Room Video ~ Audio Recorder. 4x AJV Po rt $23,995.00 $23,995.00
Licenses, Network Connectivity, l Local Monitoring License, Local Copy
at iRecord Evidence Vault Professional Edition, 1 SDOGB Local Storage,
5 iRecord CCient Browser Advanced Licenses, MPEG 1 WMV encod ing,
DVD Recording, Keyboard, l9" Fiat Screen, Audio Monitoring Speakers,
Mouse.
~ 1 iRecord Vi Evidence Vault Enterprise Software Suite $2,895,00 $2,995,Op
3 1 iRecord Vi Redaction Software $1,095.00 $1,095.00
4 4 Dry Contact Switch CN ~ 4FF Switch with Record Light $195,00 $780.04
5 1 4 Port Dry Contact Breakout Bax $695.00' $695.00
6 ~ ~ 6 Pork Power Supply $399,00 $399.00
7 4 Quad Color 4 Ch Date and Tome Generator $499,00 $1,996.00
$ 1 Current Customer Discount -$2,OOD,00 -$2,000.00
9 1 Installation and Training $3,DD0.00 $3,000.00
10 1 Year One 8 x 5 on site service with Remote Support $3,600,00 $3,60D.00
Total investment $36,555.00
Safes Tax $2,059.41
Shipping $o.Do
Total ~3,6~ 4.4~
Page 1
Current Situation
Elk River Police Department is looking to upgrade their current video recording platform in the interview roams.
DVR's. The current recording systems in place right now are DVR's, Interviews can last several hours,
Searching, storing and transcribing these interviews are the biggest challenges for Elk River Police,
Four roams are used for interviews: Two rooms are located in one part of the building and two roams are
located in another.
~ Microphones and Cameras; Currently the microphones and cameras in the existing rooms are in good shape,
There is no need to upgrade these at this time.
Archive: Elk River Police Department can archive the recorded interviews for several years or until a case is
closed, DVQ's are not always compatible far court purposes,
Issues that Elk River Police De artment faces with the current e ui ment:
The equipment is aging, The "boxes" to watch interviews in progress are having quality issues and they
are very expensive to repair,
DVD's are being burned to a hard drive for long term storage.
® Setting up the equipment in preparation for an interview is Labor intensive.
DVD's are difficult to manage.
~ Officers can forget to load the DVD recorder with media, This could result in not capturing the interview,
Faking copies of these interviews for prosecution or transcription are time consuming and labor intensive.
A separate audio file needs to be created at the time of the interview for transcription purposes,
~ Checking out DVD's for future viewing is time consuming and could result in lost evidence, putting the
department or the legal process in jeopardy,
Others can not watch live yr archived interviews from their PC,
® Storing these DVD's requires a great deal of space and is difficult to manage, especially if there are
multiple DVD's for an interview,
® Sound and video quality is not what it used to be and can be hard to view.
DVD's can not be played on both pC's and consumer decks,
~ L ~ Elk River Police
Deparfiment
Proposed Solution
we propose the iRecord Vi Professional four room system for Elk River Police Department,
Features:
One iRecord Vi Professional Recorder for 4 interview roams. The iRecord System can simultaneously record 4
rooms on one recorder,
® Gne Touch Start 1 Stop, Gne button will start and stop the recording process making this the easiest recorder
to use.
~ Dry Contact Switches. Dry contact switches will be placed in each room for easy stop 1 start of interview.
Network Connectivity. Now your detectives, or any one else who is authorized the watch interviews, can do so
from their PC. They can watch interviews in progress or after they have been completed.
Evidence Vault. Now all of your interviews will be stored electronically and securely in a 50oG6 hard drive.
The Evidence Vault technology ensures that your interviews are tamper resistant and will watermark each file,
The hard drive will store up to b,00o hours of interviews which can be retrieved via the network with proper
authorization,
Evidence Vault Software. Since Elk River Police Department has 4 rooms, all interviews can be pointed to a
separate server with Evidence Vault Software for long term storage. Interviews can be accessed from your
desktop PC for retrieval, playback and duplication,
windows Media Player and MPEG Encoding, All interviews are recorded in bath file formats. Interviews can be
e-mailed or copied in wMV for viewing on a standard PC or they can be copied in MPEG format to DVD's which
can be viewed on any consumer DVD player, By recording in two formats, there is no reason for file conversion
at any time.
® DVD Recording, Each room will have the ability to burn a DVD. Should the investigator forget to load a DVD
into the system, the iRecord System will still capture the interview allowing the investigator to burn a DVD
afterwards. Multiple copies can be burned from one file making it easier to distribute to prosecution.
Time and Date Generators, Each room will have a Time and Date Stam Generator which will mark each and
p
every interview with that data,
META Data Tracking, Now the investigators can input META Data pertainin to each case into the record, This
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information can be input prior to the interview or after it takes place and is customizable to Elk River Police
Department's specific needs.
Notes. Detectives can add notes to the video record either during the interview or after the interview,
highlighting specific events of interest,
Auto Create Transcription. Audio only files can be created with the touch of a button for transcription ready
files which eliminate hours of dubbing,
~ keyboard, ~ 9" Flat Screen, Speakers and Mouse. Each iRecord System comes with this set up for easy viewing
from the equipment room.
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