HomeMy WebLinkAbout10-06-2015 Item 13 - Public Safety Audio Recording System Replacement
Meeting Date: 10/6/2015
FROM: Derek Johnson, Interim Finance & Information Technology Director
Prepared By: Steve Schmidt, Information Technology Manager
SUBJECT: PUBLIC SAFETY AUDIO RECORDING SYSTEM REPLACEMENT
RECOMMENDATION
1. Authorize the City Manager to award a contract and accept State funding to purchase a
new City Public Safety Audio Recording System Replacement (Specification No. 91325),
to Voice Print International (VPI) in the amount of $51,970, and
2. Authorize the Finance Director to execute a purchase order for needed server hardware
for the Audio Recording System Replacement (Spec No 91325) to Dell Computers in the
amount of $19,847.
DISCUSSION
Background
As part of the City’s 2013-2015 Financial Plan, Information Technology submitted a CIP request
to upgrade the City’s Public Safety Audio Recording System. This project was approved by the
City Council and funded in 2014-15 as part of the 2013-15 Financial Plan.
On March 31, 2015, the Finance and Information Technology Department presented a Council
Agenda Report for approval to release a request for proposals (RFP) for the purchase of a new
Public Safety Audio Recording System Replacement Specification No. 91325. The project
consists of a combination of software, server audio recording hardware and maintenance and
support. Council unanimously approved the request and authorized the City Manager to award
the contract if within the approved budget of $40,700.
On April 1, 2015, the City issued a request for proposals under Specification No. 91325. The
request was sent out to the potential bidders list and advertised in the local paper and City
Website.
Consultant Selection Process
On April 15, 2015, the project team held a pre-proposal conference and allowed all interested
parties to discuss and ask questions about the project. Several vendors participated in the non-
mandatory conference. This pre-proposal conference resulted in specification addendums to
clarify the City’s needs.
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Staff received proposals from seven qualified vendors. The project team reviewed all proposals
and invited two vendors for final interviews. Those companies were: Revcord and VPI. After
completing the finalist interviews, it was very evident that VPI’s audio recording system was the
best solution for the City.
The most significant difference is that VPI is the City’s current audio recording vendor and could
guarantee the migration and integration of current and archived recordings into the new system.
Staff will not be required to maintain two recording systems in order to preserve recordings
based on the City Records Retention Policy. Current policy is two year retention of all audio
recordings.
Negotiations with VPI included several changes including an additional four years of
maintenance and support for a total of five years and a final cost of $51,970. In 2013-14 when
the project cost was estimated, IT only included the first year of maintenance which meant that
maintenance contracts for the following years would require either a City Manager or Council
Agenda Report for approval. Under new policy IT is now required to include five years of
maintenance and support in the CIP cost estimate which is the total life expectancy of most
technology equipment.
CONCURRENCES
The Police Department was involved in the consultant selection process and concurs with this
award recommendation.
FISCAL IMPACT
Staff requested that VPI propose a complete solution that included the server hardware. During
negotiations staff determined that it was in the best interest of the City to purchase the hardware
directly from Dell at a cost of $19,847, which meets the City’s specifications for least cost. The
Dell equipment has more capacity and redundancy than the server equipment proposed by VPI.
The City has been a Dell Premier customer for over 15 years which enabled the City to get a
better price for both the server hardware, and the associated five year 24x7 equipment
maintenance and support.
This project will be completely funded by the State of California. The purchase of voice
recording equipment is allowable under the State’s residual funds guidelines and will be funded
using residual 9-1-1 project funds. As mentioned above, this project has a CIP budget of
$40,700. The Total purchase price for the audio recording project (VPI contract and related
hardware) is $71,817. The acceptance of State funding will mean that the CIP funding for this
project can be reallocated to other future IT projects.
ALTERNATIVE
Do not authorize the contract with VPI. This is not recommended since the proposal includes
an additional four years of maintenance and support at a good price point. Furthermore, the
Audio Recording System is failing and needs to be replaced soon.
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Attachments:
a - CAR_Public Safety Audio Recording System RFP
b - Contract Agreement Public Safety Audio Recording System Replacement Specification
No. 91325
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City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Steve Gesell, Police Chief
Prepared By: Kerri Rosenblum, Records & Communications Manager
SUBJECT: REQUEST FOR PROPOSALS FOR CITY PUBLIC SAFETY AUDIO
RECORDING SYSTEM
RECOMMENDATION
1. Authorize staff to advertise a request for proposal (RFP) to replace the City’s Audio
Recording Equipment – Specification No. 91325
2. Authorize the City Manager to award the contract if the selected proposal is within the
approved budget of $40,700.
DISCUSSION
An audio recording system records and retains mission critical phone and radio traffic used in the
course of business. The City of San Luis Obispo records radio channel traffic for the police and
fire departments, phone calls at the six main 9-1-1 consoles located at the Emergency
Communications Center, and over twenty phone lines located at the police department. These
recordings are used in a variety of ways such as for evidence in criminal cases, training,
investigations, and review for quality assurance. The recordings are kept for two years according
to the City’s Records Retention Policy unless retained as evidence or for training purposes.
There are a total of three servers serving this system; two were installed in 2008. An additional
server was installed in 2010 as part of a radio system upgrade. Replacing all servers with a
single combined system will make it easier and more efficient to pull together an entire incident
for the courts. Currently calls have to be pulled from the 9-1-1 recording server and then
manually matched up with calls from the radio recording server. This makes it difficult to match
times up exactly as the two different recording servers can at times be a couple seconds off of
each other.
Due to the age of the system, the equipment is experiencing failures on a consistent basis. When
one of the servers fails or the system becomes non-functional, the system does not record audio
from phone or radio transmissions and staff is unable to retrieve this information. As a result,
this equipment needs to be replaced as soon as possible.
CONCURRENCES
The Information Technology team is taking the lead on this project for infrastructure, hardware
requirements, and storage needs. This is a team project involving Police and IT.
3-31-15
C6
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Audio Recording Equipment Replacement - RFP Page 2
FISCAL IMPACT
This project was approved as part of the FY 2013-15 Financial Plan, pages 3-8 through 3-11.
Total budget allocated to the replacement of this equipment is $40,700.
ALTERNATIVES
Deny or Defer Request for Proposals – Staff does not recommend this alternative due to the age
of the equipment. The audio recording system’s performance and dependability has increasingly
diminished. The Police department will continue to lose audio recordings with continual system
failures.
ATTACHMENTS
1. RFP – Audio Recording System Replacement
2. Bidders List
T:\Council Agenda Reports\2015\2015-03-31\Public Safety Voice Recording System\CAR_Police Voice Recording RFP.docx
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AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on October 6, 2015 by and
between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and Voice Print
International, LTD., hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on DATE City requested proposals for Public Safety Audio Recording System Replacement per
Specification No 91325.
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said
services.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first
written above, until acceptance or completion of services.
2. INCORPORATION BY REFERENCE. City Specification No. 91325 and Contractor's proposal dated
12/12/2014 are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing Public Safety Audio Recording Replacement Systems as
specified in this Agreement, City will pay and Contractor shall receive therefore compensation in a total sum not to
exceed $51,970.00. Payment schedule will be as follows. 50% plus tax on delivery, then 25% on installation and
migration of legacy recordings and 25% on a successful testing period of 30 days.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by
this Agreement and the said specification.
5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in
writing and shall be effective only upon approval by the Council of the City.
6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated
herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement,
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understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or
effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by
registered or certified mail addressed as follows:
City City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Contractor Voice Print International, LTD.
160 Camino Ruiz
Camarillo, CA 93012
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute
Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first
above written.
ATTEST: CITY OF SAN LUIS OBISPO
________________________________ By:_____________________________________
City Clerk City Manager, Katie Lichtig
APPROVED AS TO FORM: CONTRACTOR
________________________________ By: _____________________________________
City Attorney, Christine Dietrick
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