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Home My WebLink AboutPR 22207: CALL RECORDING SYSTEM FOR POLICE AND FIRE HI ! rthur www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: October 19, 2021 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Fay Young, Information Technology Director . RE: Proposed Resolution No. 22207— Call Recording System for Police and Fire Introduction: The intent of this Agenda Item is to seek the City Council' s authorization for the City Manager to enter into a five-year Premier Partner Program agreement with Equature to provide a NG9- 1-1 call recording solution. Background: In December of 2016 via Resolution 16-357, City Council approved a five-year Premier Partner Program agreement with Equature to provide a NG9-1-1 call recording solution. The agreement is coming to an end. Budget Impact: The annual cost for the agreement is $21,875.00 with a one-time installation fee of$2,500.00 Funds have been budgeted in the Information Technology equipment account#001-09-023-5241-00-10-000-. Recommendation: It is recommended that City Council authorize the City Manager to execute the five-year agreement with Equature for the provision of call recording system for Police and Fire. The Equature Performance Suite is a sole source solution manufactured, distributed, and serviced exclusively by Equature. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. NO. 22207 FY 10/19/2021 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A FIVE- YEAR PREMIER PARTNER PROGRAM AGREEMENT WITH EQUATURE OF SOUTHFIELD MICHIGAN TO PROVIDE A NG9-1-1 CALL RECORDING SOLUTION FOR THE POLICE DEPARTMENT AND FIRE DEPARTMENT,WITH AN ANNUAL BUDGETARY IMPACT OF $21,875.00 AND A ONE-TIME INSTALLATION FEE OF $2,500.00. FUNDING AVAILABLE IN THE INFORMATION TECHNOLOGY ACCOUNT 001-09-023-5241-00-10-000- WHEREAS, it is essential for police and fire telephone calls to be recorded; and WHEREAS,the current Equature recording system has reached end-of-life; and WHEREAS, Equature has a five-year Premier Partner Program that provides a full NG9- 1-1 recording solution that includes all necessary hardware, software, maintenance and migration of current data; and WHEREAS, "Exhibit A" demonstrates that Equature Performance Suite is a sole source solution manufactured, distributed, and serviced exclusively by Equature; and WHEREAS, this procurement is exempt from the bid process under Texas Local Government Code Section 252.022, General Exemptions ( a) ( 7) ( A), Items that are available from only one source because of patents, copyrights, secret processes, or natural monopolies: and WHEREAS, Equature's sole source letter is attached hereto as"Exhibit A". NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That, the City Council hereby authorizes the five-year Premier Partner Program agreement with Equature for the provision of a call recording system for the annual amount of$21,875.00 and a one-time installation fee of$2,500.00, in substantially the same form as attached hereto as Exhibit"B". P.R. NO. 22207 FY 10/19/2021 Section3. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this the day of October. A.D. 2021 at a regular meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: V 4n , Comey APPROVED FOR ADMINISTRATION: U Ronald Burton Clifto 1• it illiams City Manager Purchasing Manager FaY tiV416141 Information Technology Director P.R. NO. 22207 FY 10/19/2021 APPROVED AS TO AVAILABILITY OF FUNDS: Kandy Daniel, nterim Director of inance P.R. NO. 22207 FY 10/19/2021 Exhibit A r L18311 W.Ten Mile Road Southfield,MI 48075 I Enter dive Response Telephone:866.377.2677 Fax:248.569.6567 Poke•Fire EMI•Mfdlary•Security 10-19-21 Sole Source Letter This letter is to confirm that the Equature Performance Suite is a sole source solution manufactured, distributed, and serviced exclusively by Equature.This product must be purchased by institutions, directly from Equature.The unique features listed below are only available to Equature clients utilizing the Equature Performance Suite. 1. Dispatch Improvement Cycle—Equature is the only company that provides full dispatch improvement with recording, dispatcher training online and quality assessment.All of this is part of the Equature NG9- 1-1 Performance Suite which provides improvement metrics for your center. 2. Direct Advantage—This provides proactive 24x7x365 live monitoring of all your systems for errors or issues. Since we manufacture, sell, maintain and support the product, we also provide unprecedented live monitoring. We are also the only provider which can move all existing recordings from the old solution to the new one. We are also the only provider which can move all meta-data associated with all calls and radio communications to the new server. 3. Integrated Capture—Equature provides all capture engines in a unified software suite without bolt on products.This means you can record 911 calls,voice calls, RoIP,VoIP,Video, Screens, Camera, Mobile, Text, and Chat and replay them all from one product. 4. Integrated Speech—Equature provides 100%content search.This gives users the ability to search 100% of their content using words and phrases spoken within the call recordings. We pioneered this functionality and are the only public safety provider who has delivered hundreds of systems with this feature implemented. 5. Patent Pending Mobile Capture—Equature is the only provider that has integrated mobile capture for phone, text, SMS, MMS integrated with the full Equature suite.Since we are patent pending, no other vendor will be able to provide this functionality without infringing on our patent. 6. 100%Satisfaction Guarantee—As the manufacturer and provider of the Equature Solution, we make sure our clients are very happy and put our money where our mouth is. 7. GPU- Equature is the only recording solution on the market today with a built-in GPU (Graphical Processing Unit) Engine. We understand that video is going to drive the PSAP market in the future with BWC(Body Worn Camera) initiatives across the country, along with other video needs within and around the PSAP. 8. Proactive Quality Assurance with automated scorecard analysis-Equature is the only manufacture that has pro-active scorecards and learning on demand courses designed to improve dispatch operations. We understand the nature of mission critical recording applications and this is why we go above and beyond to create solutions that are unique and high value. We look forward to partnering with you. 9. Equature InSight- Equature is the only recording manufacture that has the ability to text from PSAP to citizen allowing the PSAP to have instant GEO Location and eyes on the scene via cell phone of caller built within the Equature application. Best Regards, Joe Mosed Gary Define II CEO and President Industry Specialist EQUATU RE-EQUATURE W W W.EQUATURE.COM P.R. NO. 22207 FY 10/19/2021 Exhibit B '♦; Eq uatu re 18311 W.Ten Mile Road Southfield, MI 48075 Telephone:866.377.2677 Fax:248.569.6567 Equature Premier Partner Program Agreement Equature Solution Value of Below Agreement: $377,400.00 over the 5-year agreement Customer Name: Port Arthur Police and Fire Dept. _Contract Date: 11-1-2021 Customer Account Number: 504521 Equipment: Equature Address: 645 4th Street Port Arthur TX 77640 Contact Name: Director Fay Young Contract Price:_$52,48040-_$21,875.00+ 1 time Installation ($2,500.00). FIXED ANNUAL PRICE. The Equature Premier Partner Program provides a full NG9-1-1 Recording solution along with full maintenance. The program is a maintenance program where CUSTOMER pays annually for 5 years at a locked in rate and receives full support, feature enhancements and software updates. Details are outlined in Exhibit A. Equature (hereunder referred to as"PROVIDER"), upon acceptance of this Agreement by an authorized officer of its corporation, agrees to furnish to the above-designated entity(hereinafter referred to as "CUSTOMER") under the terms and conditions contained herein, maintenance and service on the listed equipment. I. Terms of Agreement This agreement between PROVIDER and CUSTOMER shall remain in force for an initial period of Five (5) years (11/1/2021-11/2/2026). The Maintenance Agreement shall be automatically renewed by CUSTOMER after the initial term in one-year increments. Details of the equipment serviced, and special terms are outlined in Exhibit A. II. Maintenance Agreement Charge a) This Maintenance Agreement charge is payable annually in advance at the beginning of each term. The Agreement price shall remain fixed during the initial period (5 years). b) Charges include unlimited calls, 24 X7,4-hour response time,software updates, remote access, remote alerts, all parts and labor not excluded in section c or d. c) Charges do not include consumable, expendable,supply items, such as, CD disks, or External Archive Drives. The use of supplies other than those recommended by PROVIDER may cause adverse equipment performance. Maintenance required to correct inadequate performance or equipment malfunctions caused by inferior supplies shall be charged to the CUSTOMER at the current hourly maintenance rates. Eq uatu re 18311 W.Ten Mile Road Southfield, MI 48075 Telephone:866.377.2677 Fax:248.569.6567 d) Charges do not include labor costs, installation charges, or equipment costs associated with system upgrades or changes to the PROVIDER configured system recommended or mandated by either party. Changes to the PROVIDER configured systems made by the CUSTOMER or third parties not authorized causing malfunction will be fixed by PROVIDER on a time and material basis. e) The PROVIDER is not responsible for data loss due to corruption, user error, computer error, computer failure, provider error, and power surges. The PROVIDER can recover data at a cost to the CUSTOMER. f) The PROVIDER is not responsible for Microsoft Windows hot fixes, updates, and service packs. The PROVIDER is not responsible for anti-virus, anti-malware, and anti-spyware software. If the CUSTOMER encounters a virus the PROVIDER may assist at a cost and at the PROVIDERS discretion. g) All invoices are due and payable upon receipt. Equature owns the equipment until year 5 payment is received. III. Maintenance of Equipment a) PROVIDER shall provide service on equipment covered by Maintenance Agreement 24 hours per day, seven days per week with a one-hour response time. b) Upon notification of an equipment malfunction from the CUSTOMER, PROVIDER will assign a service technician to make necessary repairs. The customer shall permit the service technician free access to the equipment while making the repair, including relevant password for normal system use. c) Maintenance required due to fault of negligence of the CUSTOMER shall be charged at the current hourly rates. d) Preventative maintenance shall be performed on a scheduled basis according to data processing volume. IV. Excusable Delays / Force Majeure PROVIDER shall not be liable or deemed in default for any delay or failure in performance under this Agreement or interruption of service resulting directly from acts of God, acts of government,war or national emergence, accident, fires, riots, strikes, labor disputes, action or inaction where action is required by the CUSTOMER, damage to or delay of equipment in route, or for any indirect or consequential damage for any delay or failure or performance under this Agreement. V. Default In the event CUSTOMER fails to make the maintenance payment as herein provided or fails to observe or perform any term or conditions hereof, and such default shall continue for a period of twenty(20) days after PROVIDER shall have given written notice thereof,then PROVIDER may, at its option, and in addition and without prejudice to any other remedies, declare the entire amount of unpaid charges immediately due and payable, and/or terminate this Agreement. '.; Eq u atu re 18311 W.Ten Mile Road Southfield,MI 48075 Telephone:866.377.2677 Fax:248.569.6567 VI. Transfer of Maintenance Service If CUSTOMER relocates the equipment from the site shown herein, it shall be at the sole option of the PROVIDER to continue to provide maintenance under this Agreement, and this may result in additional cost to CUSTOMER. CUSTOMER should arrange for continuing maintenance with PROVIDER prior to relocation of equipment. VII. Assignment This Agreement may not be assigned,transferred, sublet, or pledged by the CUSTOMER without prior written consent of an authorized officer of the PROVIDER Corporation. However,this agreement may be assigned to an entity controlling, controlled by, or under common control with customer or any successor by merger. VIII. Governing Law This Agreement shall be governed by and construed in accordance with the laws of the State of Texas exclusive of its conflicts of lay provisions. IX. Survival of Obligations All obligations accrued but unfulfilled prior to expiration or termination of this Agreement shall survive. X. Entire Agreement This document and the documents incorporated herein constitute the entire Agreement between the CUSTOMER and PROVIDER. This Agreement supersedes any prior proposals, agreements, commitments, or representations of any kind, whether oral or written, with respect to PROVIDER service. Customer Name: Contact Name: Signature: Date: ♦/ Eq u a lU re 18311 W.Ten Mile Rosa Doutnrie;d, MI 48075 Telephone:866.377.2677 Fax:248.569.6567 Exhibit A Client Appreciation—5 Year PPP Includes: • Deliver a brand-new Primary AND Secondary (Redundant) Equature Solution as part of this agreement. • Receive the latest Equature Software updates • Full maintenance on all Equature Software/Hardware • Windows 2019 Server upgrade • Includes FULL SQL (New) • Receive new hardware with more storage and additional features. • (New) Dual Power Supply AND Dual Processors • TLR Mirrored Internal Hard Drives for fault tolerance • Mirrored External Hard Drive for greater redundancy • Industrial Grade Motherboard • Maintain full access to your existing recordings. • Full Maintenance included. (24x7x365) • Seamless Transition to new servers/storage