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Home My WebLink AboutPR 19638 DSS CORPORATION CONTRACT MEMORANDUM Port Arthur Police Department TO: Brian McDougal, City Manager FROM: Police Chief Patrick Melvin DATE: 12-8-16 Re: DSS Corporation P.R. No. 19638 RECOMMENDATION: It is recommended that the City Council authorize the City Manager to enter into a new Maintenance Agreement with DSS Corporation of Southfield, Michigan, for the annual license renewal fee for maintenance, updates, equipment and software support on the Police/Fire Dispatch Center Voice Recorder. BACKGROUND: The Maintenance agreement will run from 1/1/2017 thru 12/31/2021, as described under the terms of our contract with DSS. The new maintenance agreement will replace and upgrade the Police Department's current voice recorder and backup recorder with the option to upgrade to new phone technology at no cost. This system was purchased in 2010 (Resolution No. 10-548) for a total cost of $96,709. All 911 recordings are to be kept for 6 months as per 911 Commission on State Emergency Communications Policy. The annual maintenance fee in the amount of $17,500 provides the Police Department with updates and support of the voice recorder system. There is also a onetime fee of $2,750 for shipping and installation charges. BUDGET/FISCAL EFFECT: Funds are budgeted in Account No. 001-1101-521.72-00 STAFF/EMPLOYEE EFFECT: None. SUMMARY: It is recommended that the City Council authorize the City Manager to enter into a new Maintenance Agreement with DSS Corporation of Southfield, Michigan, for the annual license renewal fee for maintenance, updates, equipment and software support on the Police/Fire Dispatch Center Voice Recorder, with a projected annual budgetary impact of $17,500, with a onetime fee of $2,750 for shipping and installation charges. P. R. No. 19638 12/8/16 jt RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A NEW MAINTENANCE AGREEMENT WITH DDS CORPORATION OF SOUTHFIELD, MICHIGAN, FOR THE ANNUAL LICENSE RENEWAL FEE FOR MAINTENANCE, UPDATES, EQUIPMENT AND SOFTWARE SUPPORT ON THE POLICE/FIRE DISPATCH CENTER VOICE RECORDER, WITH AN ANNUAL PROJECTED BUDGETARY IMPACT OF $17,500.00, AND A ONETIME FEE OF $2,750.00 FOR SHIPPING AND INSTALLATION CHARGES; FUNDING AVAILABLE IN POLICE DEPARTMENT ACCOUNT NO. ACCOUNT NO. 001-1101-521.72-00 WHEREAS, pursuant to Resolution No. 10-548, the Port Arthur Police Department and Fire Department purchased a Voice Recording System from Acorn Recording Solutions Inc.; and, WHEREAS, the new maintenance agreement from DSS Corporation, which will go into effect on January 1, 2017, and end on December 31, 2021, will renew the license usage, upgrade equipment and provide updates and software support in the amount of $17,500.00 per year for five years, with a onetime fee of $2,750.00 for shipping and installation; and, WHEREAS, all 911 recordings are to be kept for six (6) months as per 911 Commission on State Emergency Communications Policy; and, WHEREAS, the City Council finds it to be in the best interests of citizens of the City of Port Arthur to authorize the new maintenance agreement in the amount of $17,500.00 per year for five years, with a onetime fee of $2,750.00 for shipping and installation. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions of the preamble are true and correct. Section 2. That the City Council of the City of Port Arthur hereby authorizes the City Manager to enter into a new Maintenance Agreement with DSS Corporation of Southfield, Michigan, for the annual license renewal fee for maintenance on the Police Department's Voice Recorder, which will provide updates and software support, with a projected budgetary annual impact of $17,500, with a onetime fee of $2,750 for shipping and installation charges, in substantially the same form as attached hereto as Exhibit "A". Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED ON THIS day of December, A.D., 2016, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor: Councilmembers: NOES: Derrick Ford Freeman, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: \S (/lam. Val Tizeno, Ci Atto ey APPROVED FOR ADMINISTRATION: Brian McDougal, City Manager Patrick Melvin, Chief of Police APPROVED AS TO AVAILABILITY OF FUNDS: erry Dale, CGFO/CPA fi'l9.194/ Finance Director �'1(. 4411 Tifton Williams, CPPB Acting Purchasing Manager EXHIBIT "A" DSS-Invoice Date Order # 12/8/2016 20010 DSS Corporation 18311 W.10 Mile Road Suite 200 Southfield MI 48075 248-569-6440 www.dss-corp.com Bill To Ship To Accounts Payable John Tatroe Port Arthur Police Dept TX Port Arthur Police Dept TX 645 4th St. 645 4th St. Port Arthur TX 77640 Port Arthur TX 77640 United States United States Terms PO # Ship Via Account # Due on receipt WAITING FOR ORDER 504521 Item Qty Description Unit Price Amount Serial # EQTR001 Voice 192 PRIMARY RECORDER 17,500.00 EQ200441 Equature Voice Capture license per device-requires digital/analog recording cards EQSE3U 1 DSS 3U Recording System Hardware Expandable 0.00 Multi-channel Playback,Site License Remote Alarm 40,000-Hour Raid Capable Online Storage 10,000-Hour Removable Archive S/A Recorder 1 EQMAGMA 0.00 Accessories Magma Expansion Box EQNGX24 4 NGX 24 Channel Digital Recording Card 0.00 EQLDA24 4 LD2409 24-Port Analog Recording card 0.00 EQANI Data Feed 1 External Data feed integration for Equature.Includes 0.00 ANI/ALI and SMDR/CDR records EQTR001 Voice 120 BACKUP RECORDING SYSTEM 0.00 EQ200442 Equature Voice Capture license per device-requires digital/analog recording cards EQSE3U 1 DSS 3U Recording System Hardware Expandable 0.00 Multi-channel Playback,Site License Remote Alarm 40,000-Hour Raid Capable Online Storage 10,000-Hour Removable Archive EQNGX24 2 NGX 24 Channel Digital Recording Card 0.00 EQLDA24 3 LD2409 24-Port Analog Recording card 0.00 S/A 1 Included: 0.00 Phone system upgrade(Devise transition from Analog/Digital to VoIP environment). No additional fees to Port Arthur Police. The remote configuration of both the primary and backup systems is included under the partnership agreement. Labor/Recorders 1 Professional Services(One-time fee in Year 1 only) 2,750.00 Project Management,Installation,Shipping M/A Recorders 1 5-Year Premier Partner Program 0.00 Billed annually. Start Date: 1/1/2017 Year 1 of 5 Thank you for your business. I Payment Option: Credit card accepted for payment with an additional 3% surcharge to be added. Total $20,250.00 DSS Corporation 18311 W.Ten Mile Road Southfield,MI 48075 Expect Excellence Telephone:866.377.2677 Fax:248.569.6567 DSS Partner:John Tatroe- Director Port Arthur Police Department 645 Fourth Street Port Arthur TX 77640 1 DSS Equature NG9-1-1 Communication Recording System 192 Voice Capture Devices $136,172.00 DSS Equature Expansion Chassis Included 1 DSS Equature NG9-1-1 Back-up Recording System 120 Voice Capture Devices $54,031.00 Professional Services (One-Time) Project Management, Installation, Shipping $4,500.00 Net Investment $194,703.00 Annual Service and support Contract years 2-5 15%of System Cost Included Phone system upgrade (Device transition from Analog/Digital to VoIP environment). No additional fees to Port Arthur Police Department. The remote configuration of both the primary and backup systems is included under the partnership agreement. Premier Partnership Program The premier partnership program divides the total cost of the recording server and maintenance cost over a five year period of time. By signing this document you are acknowledging a five year commitment to net amount listed above. DSS will continue to keep your recording server's software updated and maintained throughout the contracts lifespan. Annual Investment $17,500.00 Professional Services (One-Time) Project Management, Installation, Shipping $2,750.00 Signature of Acceptance: Date: WWW.DSS-CORP.COM