Board of Estimate and Contract:
RESOLVED, that an Ordinance adopted by the City Council on May 13, 2026, and signed by the Mayor on May 15, 2026, authorizing the Mayor to execute a Three (3) Year Lease Agreement with BEI Holdings, Inc., dba Business Electronics, for the Upgrade of the Police Department Interview Room Recording System - (funding authorization. The Comptroller and appropriate City officials are hereby authorized to process payments associated with this project as follows:
1. Hardware lease payments shall be funded through Budget Account A1680.203 - Equipment; and
2. Annual maintenance and support costs shall be funded through Budget Account A1680.216 - Application Services.
The initial payment is hereby authorized upon execution of the agreement.
; be, and the same is hereby approved.
City Council:
AN ORDINANCE AUTHORIZING THE MAYOR
TO EXECUTE A THREE (3) YEAR LEASE
AGREEMENT WITH BEI HOLDINGS, INC.
DBA BUSINESS ELECTRONICS FOR THE
UPGRADE OF THE POLICE DEPARTMENT
INTERVIEW ROOM RECORDING SYSTEM
Whereas, in correspondence dated May 5, 2026, the Commissioner of the Department of Management Services formally requested authorization for the Mayor to execute a three (3) year lease agreement and all necessary agreements, lease documents, purchase orders, and related documents with BEI Holdings, Inc. DBA Business Electronics for the upgrade of the Mount Vernon Police Department iRecord Interview Room Recording Solution in accordance with Quote QTRB101378 v2, dated April 2, 2026; and
Whereas, the existing iRecord system currently operates on Windows 7 and older iRecord software platforms that are no longer supported by the manufacturer and no longer receive critical security updates, patches, or ongoing technical support; and
Whereas, the continued operation of unsupported software and hardware within a Police Department evidence and interview recording environment presents a significant cybersecurity, operational, and public safety risk to the City of Mount Vernon; and
Whereas, the iRecord Interview Room Recording Solution is utilized for police interview room recording, evidence capture, and related law enforcement functions, and maintaining a reliable and secure operating environment for such system is essential to the integrity of Police Department operations; and
Whereas, the proposed upgrade will transition the Police Department to supported hardware and software platforms, including Windows 11 IoT Enterprise LTSC hardware, iRecord Version 4 software, secondary evidence vault and backup storage, updated licensing and support services, installation, programming, training, project management services, and related hardware refresh components; and
Whereas, the proposal submitted by BEI Holdings, Inc. DBA Business Electronics permits certain existing components to remain in service where operationally feasible, thereby reducing costs while mitigating the risks associated with unsupported technology; and
Whereas, the proposal identified as Quote QTRB101378 v2, dated April 2, 2026, and expiring July 15, 2026, provides for a total project quote amount of Fifteen Thousand Nine Hundred Thirty Dollars ($15,930.00); and
Whereas, the Department of Management Services recommends utilizing a three (3) year annual payment lease structure with a One Dollar ($1.00) buyout option, including one advance payment, which will allow the City to spread the hardware costs over three annual payments while retaining ownership of the equipment upon completion of the lease term; and
Whereas, the annual hardware lease payment shall be Six Thousand One Hundred Seven Dollars and Seventy-Two Cents ($6,107.72), with estimated total lease payments over the three-year term amounting to Eighteen Thousand Three Hundred Twenty-Three Dollars and Sixteen Cents ($18,323.16), plus the One Dollar ($1.00) buyout, exclusive of applicable fees and insurance; and
Whereas, the first year of maintenance and support shall be included under the contract and first-year warranty, with anticipated annual maintenance and support costs for years two and three estimated at Two Thousand Four Hundred Eighty-Five Dollars ($2,485.00) per year and billed separately; and
Whereas, funding for the lease payments shall be made from Budget Account A1680.203 - Equipment, and annual maintenance costs shall be paid from Budget Account A1680.216 - Application Services; and
Whereas, the Department of Management Services has determined that approval of this project is necessary to address avoidable security vulnerabilities and ensure the continued reliable operation of a critical Police Department technology system supporting sensitive law enforcement activities.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MOUNT VERNON AS FOLLOWS:
Section 1. Authorization to Execute Agreement. The Mayor is hereby authorized and directed to execute all necessary agreements, lease documents, purchase orders, and related documents with BEI Holdings, Inc. DBA Business Electronics for the upgrade of the Mount Vernon Police Department iRecord Interview Room Recording Solution in accordance with Quote QTRB101378 v2, dated April 2, 2026.
Section 2. Approval of Lease Structure. The City Council hereby approves the recommended three (3) year annual payment lease arrangement with a One Dollar ($1.00) buyout option and one advance payment for the acquisition and implementation of the upgraded interview room recording system.
Section 3. Funding Authorization. The Comptroller and appropriate City officials are hereby authorized to process payments associated with this project as follows:
3. Hardware lease payments shall be funded through Budget Account A1680.203 - Equipment; and
4. Annual maintenance and support costs shall be funded through Budget Account A1680.216 - Application Services.
The initial payment is hereby authorized upon execution of the agreement.
Section 4. Purpose and Public Benefit. The purpose of this Ordinance is to modernize and secure critical Police Department technology infrastructure, reduce cybersecurity and operational risks associated with unsupported systems, maintain the integrity of evidence and interview recording operations, and ensure continued reliable service in support of public safety functions within the City of Mount Vernon.
Section 5. Exclusion of Optional Services. The optional iRecord Nexus Cloud enhancement referenced in the proposal is expressly excluded from this approval and shall require separate review and authorization by the City Council prior to implementation or purchase.
Section 6. Severability. If any clause, sentence, paragraph, section, or part of this Ordinance shall be adjudged invalid by a court of competent jurisdiction, such judgment shall not affect, impair, or invalidate the remainder thereof, but shall be confined to the specific provision directly involved in the controversy.
Section 7. Effective Date. This Ordinance shall take effect immediately upon adoption by the City Council and subsequent approval by the Board of Estimate and Contract.