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Coffee County committee approves plan to scope replacement of aging jail camera system
Summary
Committee members directed staff to write bid specifications and put the jail camera replacement project out to bid after hearing that the current Vicon system is obsolete and parts are no longer available; a motion to proceed passed unanimously.
The Coffee County Budget & Finance Committee on Jan. 23 authorized staff to prepare specifications and solicit bids for a full or partial replacement of the county jail’s camera system, after the sheriff reported the existing Vicon system is obsolete and replacement parts are no longer manufactured.
Committee members said the system’s integration with the jail’s locking controls makes prompt replacement important for safety and liability protection.
Sheriff Frank (no last name provided) told the committee the vendor for the current cameras, Vicon, has gone defunct and the department can now obtain only used replacement parts. “Before this goes kaput on us, I would rather … go ahead and do a replacement,” Frank said, adding that video has “saved us in lawsuits.” He told the committee he had obtained site visits and written price estimates from five vendors with proposals ranging from about $193,000 to $488,000.
Frank said most vendors recommended replacing the entire system, while one vendor performed a camera-by-camera assessment and proposed keeping some existing cameras. Committee members discussed storage and cyber risk: Frank said the current system is a closed loop and about 30 days of footage is typically retained on-site. Several members urged on-site storage rather than cloud hosting to reduce exposure to outside access.
Commissioner (first name not specified) recommended that Frank write a detailed scope specifying which cameras to replace and which to keep and the storage requirements. The committee moved, seconded and voted to direct staff to draft bid specifications that reflect Frank’s recommended scope — including integration requirements with the jail’s locking controls and on-site storage — and to put the project out to bid. The motion passed on a voice vote with all members saying “aye.”
The committee discussed timeline estimates provided by vendors; most suggested about three months from bid award to project completion, with on-site work and insurance clearances required. Several members described the expense as “cheap insurance” compared with potential litigation costs.
The committee’s vote instructs staff to return with formal bid documents and a recommended procurement timeline. No contract award was made at the meeting; members said the county will follow formal bidding procedures before awarding any contract.
