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Home My WebLink About24-Information Services c c o CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Tom Marek LS. DIRECTOR Subject: RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING REPLACEMENT OF THE PUBLIC SAFETY COMMUNlCATIOl'iS CENTER VOICE LOGGING RECORDER SYSTEM AND A REPLACEMENT SERVER FOR THE COMPUTER AIDED DISPATCH (CAD) SYSTEM USED BY THE PUBLIC SAFETY DISPATCH CENTER Dept: ADMINIINFORMATION SERVICES Date: November 14, ZOOS MlCC Meeting Date: 121511005 Synopsis of Previous CouDcD ActioD: Resolution #1995-298 - Approved the awarding of a purchase order to Dictaphone Corporation for the furnishing and delivery of a logging recorder system, to be Iltili7ed by the Police Department in accordance with bid specification F-95-16. Resolution #2002-306 - Approved an upgrade to the existing Public Safety CAD System and Police RMS SyStem to include a new Automatic Vehicle Locator (A VL) module. Recommeu.ded Motion: 1. Adopt resolution. 2. Authorize the Director of Finance to amend the FY 05/06 IS budget by increasing expenditure Account #679-251-5702 by $138,304.36 and revenue Account #679-000-4671 by $138,304.36. -V~:_ ~ ~ /~ Signature Contact penon: TAWIl U....1c Phone: 'ZgA COd? Supporting data attached: St.<< R"'pnrt Ward: FUNDING REQUIREMENTS: Amount: S 138,304.36 Source: State PSAP Funds Finance: CouncD No ...........N. ~ o c c CITY OF .... BElUlARDINO - REQUEST FOR COUNCIL ACTION Staff Report SUBJECf: Resolution of the City of San Bernardino authorizing replacement of the Public Safety Communications Center Voice Logging Recorder System and the replacement server for the Computer Aided Dispatch (CAD) System used by the Public Safety Dispatch Center. BACKGROUND: In 1996, the Police Department upgraded their analog, tape-driven 911 voice logging recorder system with a new digital voice logging recorder system. The new system had a projected lifespan often years. Over the past three years the current logging recorder system has deteriorated and become obsolete. During May 2005, the Police Department received pre- approval from the California Department of General Services (OOS) Telecommunications Division for a funding allotment toward the purchase of a replacement voice logging recorder. In August 2005, one company, Versatile Information Products Inc. (VIP Inc.), responded to the City's open competitive bid request (RFP F-06-(7). Request for Quote (RFQ) documents were . advertised in the Sun Newspaper, San Bernardino Chamber of Commerce and City web site. The RFP was sent to 20 vendors. No local vendors were available. Proposals were publicly opened and declared on August 4, 2005. VIP Inc. met the OOS requirements for funding and was approved by the reviewing committee, comprised of representatives of the Police Department and Information Services Division. A technology purchase request was submitted for $77,279.00 to ooS and state funding was authorized for upgrading the Dispatch Center's multi-channellogging recorder system through the state's TO-288 (Commitment to Fund 9-1-1 equipment and services) funding process. Other cities using the VIP system include Los Angeles, San Francisco, Glendale, and Ontario. In April 2003, the Public Safety Dispatch Center implemented a new CAD system. Due to its rapid growth and software upgrades, the CAD server's performance has decreased. CompuDyne Corporation (formerly Tiburon Inc.) of Fremont, California has recommended server specifications that will result in excellent CAD system performance and sustain projected system growth for at least five more years. CompuDyne specifies that a Dell computer be used as the replacement server because their technology development is based on this suite of high performance commercial servers. In addition, CompuDyne says the Dell Server is the only server platform they will certify with their CADffi system. They currently do not certify Compaq, HP, and other server platforms. During October 2005, a technology purchase request was submitted to DOS for $61,025.36 and state funding was authorized for upgrading the CAD server through the state's TO-288 (Commitment to Fund 9-1-1 equipment and services) funding process. The City of Ontario, which uses the CompuDyne CAD system, recently replaced their old server with the specified Dell server. FINANCIAL IMPACT: The City will pay the $138,304.36 for the purchase of the digital voice logging recorder and the upgraded CAD server. The Director of Finance should be authorized to increase Account No. 679-251-5702 by $138,304.36 for the equipment purchase and Revenue Account No. 679-000- 4671 to reflect corresponding reimbursement. The State of California, Department of General Services will provide a $138,304.36 reimbursement to the City upon the completion of the state's o o 10 I , I , ; I reimbursement claim process. The State of California, Department of General Services requires that the City of San Bernardino complete the purchase and payment process by January 31, 2006. RECOMMENDATION:. 1. Adopt resolution. 2. Authorize the Director of Finance to amend the FY 05/06 IS budget by increasing expenditure Account #679-251-5702 by 5138,304.36 and revenue Account #679-000-4671 by 5138,304.36. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING REPLACEMENT OF THE PUBLIC SAFETY COMMUNICATIONS CENTER VOICE LOGGING RECORDER SYSTEM AND A REPLACEMENT SERVER FOR THE COMPUTER AIDED (CAD) SYSTEM USED BY THE PUBLIC SAFETY DISPATCH CENTER. SECTION I. That the Mayor and Common Council authorize the Purchasing Manager to sign and submit the necessary Department ofGeneraI Services forms to replace the existing logging recorder system with a new digital logging recorder system from Versatile Information Products Inc. The Purchase Order shall reference the number of this resolution and shall incorporate the terms and conditions of Versatile Information Products' bid proposal (RFP F-06-07), which is on file in the City Finance Office. The Purchase Order , shall read, "Digital Logging Recorder Hardware and Software Replacement for the City of San Bernardino's Public Safety Dispatch Center. Not to exceed $77,279.00." SECTION 2. That the Mayor and Common Council authorize the Purchasing Manager to issue a purchase order not to exceed $ 61,025.36 to Dell Inc., who is a selected source vendor as authorized by SBMC section 3.04.010, for a replacement CAD server. The Purchase Order shall reference the number of this resolution. The Purchase Order shall read, "Replacement CAD Server". Not to exceed $ 61,025.36." III III III III III III III yto.21 1/1 1~/516 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 1 2 3 4 5 6 7 8 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING REPLACEMENT OF THE PUBLIC SAFETY COMMUNICATIONS CENTER VOICE LOGGING RECORDER SYSTEM AND A REPLACEMENT SERVER FOR THE COMPUTER AIDED (CAD) SYSTEM USED BY THE PUBLIC SAFETY DISPATCH CENTER. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the_ day of , 2005, by the following vote, to wit: 9 Council Members ~ Nm Abstain Absent 10 ESTRADA 11 LONGVlLLE McGINNIS DERRY KELLEY JOHNSON McCAMMACK Rachel G. Clark, City Clerk The foregoing resolution is hereby approved this day of ,2005. I r Approved as to form and legal content: James F. Penman, City Attorney Judith Valles, Mayor City of San Bernardino /) 2~ l;it:::~~ i:lu;aurornJa California 9-1-1 Emergency Communications Officlt COMMITMENT TO FUND 9-1-1 EQUIPMENT AND SERVICES J TD-288 (Rev. 0610:1) r Public Agency: San Berl1ardino Police Department Address: 300 N "0" Street City, State, Zip: San Bemardino. CA 9241B PSAP Manager: Dodie Alsop E-mail Address:Alsop-Do@c;.san-bemardino.ca.us Phone Numbe~ 909-364-5761 Fax Number: 909 1". "~.l.. 3"- 'T 7'i?,S- Typa of Funding Re!'luest: ( ) Telephone System ( ) 7-Digit Phone Lines () E9.1-1 System () 9-1-1 Education ( ) E9-1-1 Phone Lines ( ) Alternate Answer ( ) County Coordinator ensa Other: State-approved items per attached list Description of Equipment aAd Services to be funded: San Bernardino PoUca O.partmenl is req"""ijng use of their avalla... 2005 CPE allollTlenl "'nds _Ihe pun:hasa of ltemtlsa""eas noled .elow and on the anachad documenlaijan. NOTE l!1 TO PSAP:THE CPE FUNDING AU..OTMENT IS DESlGNEO TO PERMIT THE PSAP TO ACCRUE FUNDING TOWARD THEIR NEXT CPE'REPLACEIIENTIUPGRAOE. UPON YOUR PSAP'S FUTURE REQUEST FOR AU..OTIIENT, THE AMOUNT W1~~ BE CALCULATED AND THIS AMOUNT DEDUCTED FROM THE TOTAL EUGIB~E ACCRUED AMOUNT. AT THAT TillE, THE PSAP MAY BE REQUIRED TO PROVIDE LOCAL FUNDING IF THE REMAINING ALLOTMENT FUNDS FROM THE: STATe ARE: INSUFFICIENT. NOTE 12 TO PSAP~ DiReCT PAYMENT FOR THESE l'TEMSlSERIIICES MUST BE MADE BY THE PSAP TO THE VENDOR. WHEN PSAP SUBIIITS A TD-29II, REIMBURSEMENT CLAIM. TO THE STATE 9-1-1 OFFICE, A COPT OF TNE INVOICE, PROOF OF PAYMENT, AND A COPY OF THIS TD-218 COMMITMENT TO FUND MUST BE ATTACHEO BEFORE THE STATE CAN APPROVE FINAL REIMBURSEMENT. IF YOU HAVE ANY QUESTIONS. PLEASE CONTACT THE 9-1-1 OFACE CONSULTANT NOTED BELOW. ( ) ALl Ret~\lill Circuit ( ) Traini~g Contractor Name: Same as agency Mailing Address: City, Stale, Zip: Representative: E-Mail Address: Phone Number: Fax Numbe~ Purchase/Service Information: Contractor must proVide (below or on attachment): EQUipment or selVice description, quantity, part number, unit cost, installation cost, monthly cost, tax and total cost. Sarvlce/ Unit Cost Installation Eqmt. 10# Description Quantity Monthly Cost Total Re1;urrins Total Nan.. Coal Re.;urring Cost Contracrors/servlee$lcoSl$ as detailed on the aUacl1ed letter. NICE'Olgitallogger Dell:CAO system cDmponents 1 1 77 .279 .00 61,025.36 77,279.00 61,025.36 Subtotal Tax and Surcharge Total 136,304.36 136,304.36 Amount of State 9-1-1 Program Funds committed: $136,304.36 if Alllnvoiceli shall refer to trecking number: _ 6565 Fiscal Year: 2005/06 Account Name: 36 SAN BERDO FD EQ The State's monetary obliglltion under thili agreement in subsequent fiscal years is subject to and contingent upon availability of funds. The Commitment to Fund does not constitute a binding purChase order agreement. If applicable, II purchase order must be provided to the contra.;tor by the ordering agency. ~MMENDEO FOR APPROVAL BY. Telephone Number II jJ 916-657 -9235 -Ir.t/IJ.. . c.<_~' - APPROVED BY ...,;;. Date 10 39\td WW003l31 S9U (/ .).-{) <:886L59916 05:01 500<:JE0J11