Thank you for confirming your interest in participating in the City of Hayward Police Department’s evaluation of Body Worn Video Cameras.  Our goal is to begin conducting a pilot program for Body Worn Video Cameras starting mid July 2013.  As we are fast approaching this date, this email is designed to begin a dialogue in order to gain a better understanding of the needs, requirements, and preparation work that needs to be accomplished internally and externally in order to best evaluate your product.

Below you will find key questions that we will need answered prior to the start of the pilot program:

1.       IT Support:  Are there unique network configuration rules, network setup, PC desktop setup, software installation, server setup, etc. that will require coordination with our internal Network Administration or Support teams?  If so, please specify how many hours will we need to schedule to accomplish this.
•         Docking stations need to be installed. They need power and internet access (via Ethernet cable) to work. Usually plug and play, so no complicated config needs to occur, but if you have are running a proxy or have a firewall, IT will need to open up a port or two to allow the dock to communicate with Evidence.com. Each dock should take no more than 15min to install. Please provide an IT point of contact so that we can have our network guys run them through how to install them. Docks must be installed prior to the T&E start and training.  
•         There is an optional desktop program to install called Evidence Sync. Evidence Sync allows admins to reassign devices, and can be installed in the MDTs or station computers in order to allow officers to review the videos, play them back and add category, case ID and Title if they haven’t done so already from a mobile device. Installation takes roughly 2minutes. 
2.       Training Requirements:  Please specify how many hours of training will be needed for both end-users of the camera (officers) and internal support (IT and system administrators)
•         Training for end users takes roughly 2 hours and includes a fit test, and Evidence.com walkthrough. When you know who the end users are going to be, please send us the officer names, email and badge # so that we can send them an invite to create their account. 
3.       Duration:  We are requesting a 6 week evaluation period.  Please specify if this can be extended if needed.
•         Typically our T&Es only last anywhere from 1-3 weeks. We can accommodate the 6 week request and extend if need be. Will it be 6 weeks from one central station or will it be moved to other locations and other officers throughout the six weeks? 
4.       Number of Cameras:  We are requesting 3 cameras for field testing as well as adequate reserve cameras in case the field testing cameras fail.  Please specify how many cameras you can provide.
•         Typically we provide anywhere from 1-3 cameras for trials. We would have no problem providing a spare of two. Let us know how many you would like. 
5.       Equipment that we are expected to provide:  Please list the items that we are expected to provide to make this a successful pilot.
•         Internet connection, officers to test the devices 
6.       Equipment that you will provide:  To make sure that we have adequate space and resources, please list the equipment that you will be leaving on site in support of this pilot.
•         Cameras with multi mounting kits and Samsung Viewers. 
o   Includes all of our mounting options, Oakley glasses with clear and dark lenses as well as a Samsung Player (equivalent of an iPod touch) for adding case ID, title and category in the field, as well as reviewing videos and using it as a viewfinder. 
•         Docking stations
o   12 bays, fits 6 cameras and 6 battery packs
7.       From past pilot programs with other agencies, are there additional items that need to be addressed that are not on this list?
•         We have found that scheduling feedback meetings up front really helps with the structure of the test. Setting a meeting every two weeks to see how the officers are doing and if they need x,y or z really helps move the trial along. Often, a problem with these very long trials is that the agency becomes very busy with other projects and the camera trial is forgotten or put on the back burner, making it quite disorganized. I know this will not be an issue at Hayward since the prep work leading to the trial has been phenomenal, but I think it would still help structure it over the 6 weeks. 
•         Also, we have found that having the Chief or command staff explain to the officers why the agency is thinking of getting the cameras really helps. Usually, a lot of issues arise from miscommunication between command staff and officers. By having the commands staff explain how these are meant to protect officers and serve as a tool to show what really happened from their own perspective, rather than being at the mercy of someone’s incomplete cellphone clip,  it helps with the big brother aspects.  
We are excited to evaluate your technology and look forward to starting the Body Worn Video Camera pilot program.

Please contact us with questions and concerns, thank you,

Nathaniel Roush
Technology Solutions Analyst
City of Hayward Information Technology Department
(510) 293-7193
nathaniel.roush@hayward-ca.gov