HomeMy WebLinkAboutPR 16245: VOICE RECORDER FOR POLICE DEPARTMENT MEMORANDUM
Port Arthur Police Department
TO: Steve Fitzgibbons, City Manager
FROM: 1Vlark Blanton, Chief of Police
DATE: 1 � -6-10
RE: P. R. No. 16245; Voice Recorder for Police Department
.__
RECOMMFNDATION:
It is recommended that the City Council autharize the purchase of a Voice Recorder System from Acorn
Recording Solutions Inc. of Plaistow, NH through GSA in amount of $96,709.
BACKGROIUND:
This system ��vill replace the current voice recording system for the Police/Fire Dispatch Center that has
not performe:d to specifications promised by the company correctly since its inception. All 911
recordings are to be kept for 3 years as per 911 Commission on State Emergency Communications Policy.
The Police Department has installed a NG 9-1-1 Software platform Equature demo unit manufacture by
DSS Corporation that has proven to perform to adequate standards; whereas all others have not. This unit
is on the GS.A contract sold by Acorn Recording Solutions Inc. The GS contract number is GS-35F-
0469V.
BUDGET/FISCAL EFFECT:
Funds are budgeted in account #138-1118-521.92-00, Project Code JAG-R.
The Southeasl: Texas Regional Planning Commission will reimburse $25,000 toward the equipment, plus
$1,500 towarcl installation. This money will be reimbursed after the purchase of the system.
STAFF/EMPLOYEE EFFECT:
None.
SUMMARY:
It is recommerided that the City Council authorize the purchase of a Voice Recorder System from Acorn
Recording Solutions Inc. of Plaistow, NH through GSA in amount of $96,709.
MB
P.R. No. 16245
12/6/10 JAT
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE PURCHASE OF A
VOICE RECORDER FOR THE POLICE DEPARTMENT IN
THE AMOUNT OF $96,709. ACCOUNT NUMBER 138-1118-
521.92-00, PROJECT CODE JAGR.
WHiEREAS, the voice recording system purchased pursuant to Resolution No. 09-153
for the Police/Fire Dispatch Center has not performed correctly to the specifications promised by
Voice Print [nternational of Camarillo, California; and,
WHIEREAS, the Southeast Texas Regional Planning Commission has vowed to
reimburse tY�e City of Port Arthur $25,000 toward purchase of a voice recording system and
$1,500 toward installation of said system if purchased by December 31, 2010 (See Exhibit B);
and,
WHEREAS, the Police Department has subsequently installed a NG 9-1-1 Software
Platform Equature Demo Unit manufactured by DSS Corporation, which has proven to perform
to the Police Department's requirements and standards; and,
WHFREAS, Section 271.103 of the Texas Local Government Code allows local
government to purchase under Federal supply schedules of the United States General Services
Administrati��n (herea$er "GSA") thus satisfying any state law requiring local government to
seek competitive bids for the purchase of goods or services; and,
WHF;REAS, Section 211 of the E-Government Act of 2002 authorizes GSA Cooperative
Purchasing of information technology products and services on GSA Schedule 70 by state and
local governrnent; and,
WHE;REAS, Acorn Recording Solutions, Inc. is listed on GSA Schedule 70 under
contract GS-:35F-0469V and sell the voice recording system manufactured by DSS Corporation;
and,
WHEREAS, the cost of the DSS Corporation voice recording system through Acorn
Recording Solutions, Inc. is collectively $96,709, with a one-year warranty.
NO��V THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF P'ORT ARTHUR:
Sectiion 1. That the facts and opinions in the preamble are true and correct.
Sectuon 2. That the City Council deems it is in the best interest of the City to
authorize the purchase of a DSS Corporation voice recording system from Acorn Recording
Solutions, Inc;. of Plaistow, NH through GSA for the Police/Fire Dispatch Center, in the amount of
$96,709, in substantially the same form as attached hereto as Exhibit A.
Section 3. That passage of this Resolution is contingent upon approval of Acorn
Recording S��lutions, Inc. by GSA.
Section 4. 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.,
2010, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the
following vote:
AYES: Mayor
,
Council Members
NOES:
Mayor Deloris Prince
ATTEST:
Sherri Bellard
Acting City S ecretary
APPROVED AS TO FORM:
�
�- r-- (�
Val Tizeno
City Attorney
APPROVE;D FOR ADMINISTRATION:
Steve Fitzgibbons
City Managf;r
����
Debarah Echols
Finance Dire:ctor
� � /
' :✓
Shawna Tubbs
Purchasing T✓Ianager
EXHIBIT "A"
Budgetary Sales Value Proposition
For:
Port Arthur Police Department
John Tatroe
Division Director
NG 9-1-1 Voice Recording System
www.equature.com
Descripti��n: To provide voice recording of a total of 192 Voice recording channels. (96 Digital,
48 Tl, and 48 Analog Recording Channels). Price includes all hardware and software necessary
to record, playback, archive and retain all voice recordings. Pricin4 is reflected from GSA
Schedule number GS35F0469V through Acorn Recording Solutions DSS will provide all of the
sales, service, support, and ongoing maintenance directly for Port Arthur Police Department.
Browser I�ased access from any PC
Audit Trail provided for each call record
Redaction and Notes Package
Real Time Monitoring and Instant Retrieval Site license
True Start/Stop with Nortel BCM phones and 911 Trunks
Installation and Training on site
One full year warranty Included
Recordinq System price $117,509.00
Special Government Allowance: less -$25,000.00
Total Pr'rce (alus installation) $92 509 00
Optionall: *Speech Recognition for the PSPA console positions and
Allow Port Arthur's searches to include spoken word $7 950.00
,
Installatic�n: $4,200.00
Training Included
Lifetime Training while you own your system Included
4 hour onsite support (all Inclusive) Included
24/7/365 Remote Support (all Inclusive contract) Included
Installatic�n Note: Customer to provide all power, network, and voice inputs, identified and
terminated, within 15 feet of the server's physical location, whether rack mount or table top. All
new wiring and cables will be used to make your installation complete and worry free.
Confiquration, testina, and delivery from DSS is Guaranteed
Proposal �acceptance
FAX T0: 148-569-6567 Attn; Gary Define/ Jeff Vezina
Pricing good for 30 Days from 11-23-10
Trial:
DSS Corp�oration will install a completely functional Digital, Analog, and Tl Recording System for
a period c�f three (3) weeks time. We wiil prove that we can record, playback, and archive calls
within thE� Port Arthur Police Departments Call Recording Environment. This trial period will also
prove we can exist on the Port Arthur PD's Network environment. The current Reai-Time
Monitorirna /playback will take between 3-8 seconds currently and Port Arthur will approve DSS
for purch��se after the three (3) week trial upon each of the above being met and or exceeded.
1. DSS Corporation will commit to providing Real-Time Monitor with a 2 second or less
d�elay. The software will work within specification by January 15, 2011. DSS also
cc�mmits to the Single Channel Audit Trail to be developed for Port Arthur Police
Department. DSS also commits to providing, in a column, inbound and outbound
direction of call. These commitments are also by January 15, 2011.
Warranty:
DSS Corp��ration offers the following warranty and e�ended warranty coverage
The Initial Warranty Period is 12 months from the time of installation sign-ofF and acceptance of
the recorciing solution. This warranty covers:
• All Hardware sold to Port Arthur Police Department
• All Software within the recording solution
• All Voice Recording cards sold
• T�echnica� support 24/7/365 through the warranry period and following this warranty
p�eriod as you own a maintenance contract.
• This technical support includes immediate remote support and 4 hour onsite response
time for hardware or technical related issues not fixable via remote support.
• This support also includes DSS Corporate monitoring of the recording solution with built-
ir� service watchers which monitors the recording system. In the event of major issues,
the solution will send out a text to the on call technician. In the event of minor issues, or
those not affecting recording, and email is sent out to DSS Corporate Support and the
issue is handled at that time.
• V1larranty and service contracts also included:
• 4 minor and 2 major software releases per year, keeping your system new while you own
it.
• Training for any individual is also included while you own your solution and is never
cl�arged for.
2" Year Service and support:
2� year service and support includes all of the above coverage. This service contract is 15% of
the overall purchased solution. Installation is a single occurrence cost and is not included when
determining 2n year service and support. You second year service contract will be $13,876.35.
Future Years of Service and support:
• Year 3: $14,708.93
• Year 4: $15,591.46
• Year 5: $16,526.95
• DSS Money Back Satisfaction Guarantee
Each DSS Solution is backed by a 1-year Warranty.
DSS Corporation is pleased to offer this Money Back Satisfaction
Guarantee. As a manufacturer and developer of Next Generation 9-1-1
Communication Capture Solutions, we are in direct contact with our
customers and do not have to rely on the Reseller model of moving
requests and concerns up the chain of command. You have a direct line
to the top. We have over 20 years experience in servicing the Public
Safety community and understand the needs and challenges you face
each day. We have a long track record of success which allows us to offer
the following guarantee. Within 6 months after system acceptance, in the
event the Equature NG911 Communication Capture system does not
perform to standard 911 recording features and functions then Port Arthur
Police can terminate the agreement with 90 days notice to correct the
issues and receive a full refund.
'We look forward to creating a long-term Business Partnership!
�Port Arthur Police Department agrees to do business with DSS
��orporation.
�4greed:
I�rinted Name:
Date:
DSS Corporation: Gary Define/ Jeff Vezina
Date: Tuesday, November 23, 2010
Acorn Recording Solutions P.O. Box 987 Plaistow, NH 03865
C EQUATURE 9-1-1_ NEXT GENERATION RECORDtNG PLATFORM
Tuesday, November 23, 2010
Port Arthur Police Department
645 4` St.
Port AutFiur, TX 77640
RE: Part,�tenship Opportunity/Sales Vulue Propositfon j�o`n DSS Cvrporation
Dear Division Director John Tatroe,
DSS Corporation has been in business for over 30 years and is a Next Generation 9-1-1 Software
Manufacturer. We are US based, with no overseas development. We are 9-1-1 and Call Center
Communications Capture specialists. www.dispatchimprovement com!91 I aspx In today's fast-paced
emergency services environment, improved quality of service, response time optimization and turnover
reduction are crucial for successful dispatch operations and 911 consequence management. Through a
proven program to help emergency centers improve dispatch operations and reduce tumover, DSS
Corporation has developed a proven methodo(ogy that can be tailored to meet a client's needs. Currently
there are :� major issues impacting improved dispatch operations. They are as follows:
L Lack of a 360° communication capture method within the Emergency Center
2. Lack of an efficient way to identify dispatcher weaknesses as well as dispatcher
motivation and retention
3. No metrics set up to measure quality of service and response times within the dispatch
center
4. Reliance on Outdated Legacy Solutions - Is your current PSAP recording solution ready
for Next Generation 911? (NG911)
5. No easy way to share communications with the Prosecutors to improve victim advocacy
and offender accountability
Due to tociay's increased competitive environment and increased staff costs, emergency center leaders need
to implement proactive business programs that help them improve quality of service, minimize response
time and reduce turnover. As dispatch improvement specialists, we work with emergency center leaders to
maximize quality of service and reduce dispatcher turnover. Through our premeditated approach, we
increase citizen satisfaction, reduce costs and manage risks. We tailor specific programs that address each
of the 5 issues above. We also ensure that you'll be ready for tomorrow with NG911 features today. Text
messagin€;, streaming video and Vehicular Emergency Data Set capture will be critical components of
tomorrow's PSAP. Our R&D stays ahead of the curve so you can concentrate on today's tasks, and trust that
you'll be c:overed tomorrow.
DSS is the manufacturer of the NG 9-1-1 Software platform Equature. As the manufacturer of the
software, we are also the only provider of this solution.
Some highlights of the platform and our partnerships:
• V isual Mapping — In English this means you can map your 911 calls and see exactly where they
c<�me from and you can do this from any search over any time period. This helps for proactive
p;�trolling.
• Next Generation 911 Capture — This means you do NOT have to buy a new system when your
canter has to accept other types of emergency communications like (Email, Chat, SMS, MMS,
NG9-1-1 communications).
• Redaction and Notes Package — Redaction is a new technology that allows the administrator of the
s��stem the ability to redact or "beep tone" out any personal or privileged information when
ct�eating a copy of a recording for a FOIA request.
• (Redaction and Notes Continued) the call due to a FOIA or other request for review. Notes are the
abitity to place a note or tag for a call. This visual reminder is a way to easily go to the exact spot
o:'the call at a later date.
• S��eech Analytics / Word & Phrase Search — This module allows for 100% search capabilities of
the recordings. Currently without this module agencies are only able to search on 3% of the call
information like Time/Date, Phone Number, ANI/ALI and position. This is used for several
th.ings including training for dispatch improvement and citizen satisfaction. Please see
http://www.speechanalytics.neUPSAP as�
• NG 9-1-1 NENA Partner www.dispatchimprovement.com
DSS looks to enter into partnership with the Port Arthur Police Department. We appreciate the opportunity
and pledge: our best in servicing and supporting the Equature product for your center.
In fact, we are so confident in our software alatform we offer a 100% monev back Euarantee.
Sincerely �iours,
Jeffrey J. �/ezina ENP
Director o;� Sales
DSS Corporation
NG 9-1-1 :[ndustry Specialist
Prepared by: Gary Define
Prepared for: Port Arthur Police Department
DSS Corporation Director of Sales and 9-1-1 Industry Specialist
NG 9-1-1 Division www.dispatchimprovement.com/911 aspx
Implementation Schedule: (Estimated Business Davs)
Da�_ Milestone Resnonsibilitv
1 Purchase order received by DSS. PORT ARTHiJR
2 P�re-installation checklist created DSS
3 K.ickoff Meeting and acceptance of pre-installation responsibilities DSS/PORT ARTHLTR
4 Sample Data Streams, interpretations and documentation are provided PORT ARTHUR
4 All user and station data delivered to DSS. PORT ARTHUR
5 S:ystem assembly completed DSS
5 Data entry completed DSS
7 S:ystem burn-in and testing completed DSS
10 S.�stem delivered to Port Arthur PD DSS
28 In.stallation and testing begins DSS
30-32 On-site training begins DSS
DSS Corpc�ration is committed to providing value to our Public Safety customers. Our goal is
enter intc� a long-term, Win/Win partnership with PORT ARTHUR PD. Our mission in providing
this value, requires us to hire and retain top professionals. We have been fulfilling this
mission fc�r over 30 years.
EXHIBIT "B"
Emergency Network
South East Texas
Regional Planning Cornmission
March 9 2009 �
John Tatroe
Por1: Arthur Police Department
P O Box 1089
Por1: Arthur, Texas 77641
Dear John:
Per our recent conversation, the 9-1-1 Network will provide partial reimbursement to
the City of Port Arthur for a new voice recording system procured following the city's
stardard procurement policy. The 9-1-1 Network will provide reimbursement funding in
an amount of up to �25�000 towards the cost of the recorder, or the actual amount of
the recorder, whichever is less and an additional $1,500 for installation. This
reirribursement wi11 be provided following installation and acceptance of the recording
system by the Police Department and upon the Network's receipt of a copy of the
invoice and your cancelled check for the payment.
Should you have questions, please contact me at 409-724-1911.
Sincerely,
'�D�> � �
� �
Gina LaRocca
Operations Manager
2210 Eastex Freeway - Beaumont, - Texas 77703 -(409) 724-1911 - Fax (409) 347-1953