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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: TOM MAREK
ACTING I.S. DIRECTOR
Subject:
RESOLUTION OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE
PURCHASE OF DIGITAL VOICE
RECORDERS AND SUPPORTING
HARDWARE AND SOFTWARE FOR
THE POLICE DEPARTMENT.
Dept: ADMIN/INFORMA TION
SERVICES DIVISION
Date: December 9, 2004
MICC Meeting Date: January 10,2005
Synopsis of Previous Council Action:
None
Recommended Motions:
1. Adopt resolution.
2. Authorize the Director of Finance to amend the FY 2004-2005 Asset Forfeiture Budget and
transfer into 108-271-5702 (computer equipment) $28,000 from 108-271-5704 (misc.
equipment) and $3,000 from 108-271-5505 (professional services).
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Signature
Contact person:
Tom M"rpk
Phone:
~R4_"Q47
Supporting data attached: Staff Report
Ward:
All
FUNDING REQUIREMENTS: Amount:
$ 93,223.15
Source:
108-271-5505 - $ 3,000 }Consolidated via
108-271-5702 - $30,132 budget transfer to:
108-271-5704 - $28,000 108-271-5702
123-587-5702 - $32,102
Finance
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No, "
Council Notes:
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the City of San Bernardino authorizing the purchase of digital voice recorders and
supporting hardware and software for the police department.
Background:
Police Officers in the San Bernardino Police Department historically have used tape recorders to
capture voice recordings of contacts in the field, interviews of involved persons in the field and
office, and to dictate reports for stenographer transcription. Tape recordings protect the city's
liability, protect officers from false accusations, refute inaccurate statements, refresh an officer's
memory, and assist in resolving personnel complaints.
The tape media used to capture this information has many drawbacks. Tapes are limited to 30
minutes of recording time. The media is fragile and can be affected by the heat and cold. Tapes
can be reused but each usage degrades the quality of the tape and therefore the recording. This
media has a limited shelf life and cannot be stored for any length of time.
Digital voice recorders capture voice recordings on flash card media. A 64 megabyte card can
store up to 22 hours of recording. The media can be reused with no degradation in the quality of
future recordings. It is not as easily affected by heat and cold. The recordings will be transferred
to a server which allows for long term storage and retrieval. The recorders are more advanced
than a simple tape recorder and produce clearer, higher quality recorders with less background
noise. They are designed to automatically date and time stamp all recordings.
Versatile Information Products, Inc of Riverside, California has worked with Olympus to
produce a recorder designed for law enforcement. They have an exclusive contract with Olympus
(see attachment) to be the sole provider of these units called the PUMA-I. Although other
models and manufacturers have been tested, none have the unique features that are vital to law
enforcement.
Recorders with similar features have shiny black or silver cases. The PUMA-I has a matte black
case for officer safety. Traditional recorders allow files to be stored in several different formats
and allow editing of the files. The PUMA-I has had the music file format removed. To help
ensure recordings do not get challenged in court, the editing capabilities found in other digital
recorders has been removed from the PUMA-I. This ensures that a recording is left intact in its
original state.
Versatile Information Products, Inc has also developed a management software suite which
assists officers in easily downloaded and cataloging the files based on field contact, case
dictation, interview, etc. The software helps to manage digital voice files but will not allow a
user to modify or delete a file. It securely allows users to search and review files based on
authorization access controlled by a system administrator.
In addition to the recorders and software, it is necessary to issue a second purchase order for a
server for digital data storage. An appropriate server from Hewlett-Packard can be purchased
from an established California Multiple Award Schedule (CMAS) price list in which local city
vendors are established authorized resellers.
It is essential that police officers be provided with this advanced technology to better and more
accurately capture recordings in the field of contacts. Digital recorders provide a more reliable
mean of recording contacts and interviews that are critical to investigating and solving crime,
protecting an officer from false allegations, and protecting the officer and city from liability.
Financial Impact:
One hundred forty six (146) digital voice recorder kits, software licensing, enterprise edition
management software, transcription kits, and storage server will cost $93,223.15. Funding will
be derived from the following asset forfeiture and grant accounts.
Account Number Funding Source Amount
108-271-5505 Asset Forfeiture $3,000 *
108-271-5702 Asset Forfeiture $30,132
108-271-5704 Asset Forfeiture $28,000 *
123-587-5702 High Technology Grant $32,102
Total $93,234
* A budget transfer will be completed to consolidate these funds in Asset Forfeiture account
#108-271-5702.
Recommendations:
1. Adopt resolution.
2. Authorize the Director of Finance to amend the FY 2004-2005 Asset Forfeiture Budget and
transfer into 108-271-5702 (computer equipment) $28,000 from 108-271-5704 (misc.
equipment) and $3,000 from 108-271-5505 (professional services).
OLYMPUS
I 0/1 2/04
To whom it may concern
The Olympus digital voice recorder Puma I is sold exclusively through Versatile Information Products in
Riverside, Ca.
The Puma I is a modified version of our digital recorder DM-I. The Puma I is designed to be ideally suited for
law enforcement applications. It has been modified for police use with the removal of the music file format and
editing capabilities built into the DM-I. This will eliminate the possibility of error in the formatting of files and also
without the editing capability the files can be proven to be authentic in case they are needed in court cases.
There were several other changes made in the way the units communicate with the computer to synchronize the
time and date, and track the number of times the recorder made individual recordings which is also critical in
determining if any recordings were removed from the units before downloading, or more importantly to prove that
they were not.
If there is anything else I can do to assist you please let me know.
Sincerely,
Steve Ball
Olympus America Inc.
2 Corporate Center Dr.
Melville, NY 11747
OL YMPUS AMERICA INC.
TWO CORPORATE CENTER DRIVE, MELVILLE, NEW YORK 11747-3157
TELEPHONE (631) 844-5000
CITY OF SAN BERNARDINO-REQUEST FOR COUNCIL ACTION
From:
Dept:
James G. Funk, Director
Development Services
Subject: General Plan Workshop
Date:
November 29, 2004
MCC Date: December 6, 2004
Synopsis of Previous Council Action:
None
Recommended Motion:
That a workshop be scheduled for January 10,2005 at 5:30 p.m. in the EDA boardroom.
h~
Contact person: Valerie Ross, City Planner
Phone:
5057
Supporting data attached: Staff Report
Ward(s): Citywide
FUNDING REQUIREMENTS:
Amount: N/ A
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes:
Agenda Item No. I"
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
ST AFF REPORT
SUBJECT: General Plan Workshop
BACKGROUND:
Planning Division staff has been reviewing the draft General Plan and has met individually
with each Councilmember and their respective Planning Commission members, the Mayor,
and Senior Deputy City Attorney to provide them with copies of the draft General Plan and
outline the proposed changes. In turn, staff has received feedback from each of these
meetings. The purpose of the workshop will be to summarize the comments received,
discuss the completion schedule, and commence the next phase of the public review
process for adoption of the updated General Plan.
FINANCIAL IMPACT:
N/A
RECOMMENDATION:
Staffrecommends that a General Plan workshop be scheduled for January 10, 2005 at 5:30
p.m. in the EDA boardroom.
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RESOLU'~ ~y
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF DIGITAL VOICE RECORDERS AND SUPPORTING HARDWARE
AND SOFTWARE FOR THE POLICE DEPARTMENT.
SECTION 1. That Versatile Information Products, Inc. of Riverside, California is a sole
source provider of the PUMA-l Police Special digital voice recorder and holds an exclusive
contract with Olympus, the manufacturer, for these devices. That the Mayor and Common
Council authorize an exemption from the regular bid process in accordance with Section
3.04.010, Section B.1 of the San Bernardino Municipal Code.
SECTION 2. That the Mayor and Common Council authorize the Purchasing
Manager to issue a purchase order for $83,337.08 to Versatile Information Products, Inc. for
purchase of 146 PUMA-l Police Special kits and management software. The Purchase Order
shall reference the number of this resolution and shall read "PUMA-t Voice Recorder Kits,
software, and Enterprise software. Quote #041012P1. Not to exceed $83,337.08."
SECTION 3. That HP and Compaq products can be purchased from an established
California Multiple Award Schedule (CMAS) price list in which several local city vendors are
established authorized resellers. That the Mayor and Common Council authorize an exemption
from the regular bid process in accordance with Section 3.04.010, Section B.t of the San
Bernardino Municipal Code.
SECTION 4. That the Mayor and Common Council authorize the Purchasing Manager
to issue a purchase order for $9,886.07 to Hewlett-Packard, Inc. of Houston, Texas for
purchase of a server for digital data storage. The Purchase Order shall reference the number of
this resolution and shall read "ProLiant server. Quote #462716. Not to exceed $9,886.07."
III
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUmORIZING THE
PURCHASE OF DIGITAL VOICE RECORDERS AND SUPPORTING HARDWARE
AND SOFTWARE FOR THE POLICE DEPARTMENT.
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
, 2005, by the following vote, to wit:
the
day of
Abstain
Absent
Nays
Council Members
Aves
ESTRADA
LONGVILLE
McGINNIS
13 DERRY
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KELLEY
JOHNSON
McCAMMACK
Rachel Clark, City Clerk
The foregoing resolution is hereby approved this _ day of , 2005.
Judith Valles, Mayor
City of San Bernardino
Approved as to form and legal content:
James F. Penman, City Attorney
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Mooting D." (D", Ad"Y~'d)' ( I' /)/ K n,m # I h R"nlutinn # av 0 <; - 3,
Vote: Ayes --W- Nays Abstain Absent * ~
Change to motion to amend original documents 0 Companion Resolutions
NulI/Void After: days I
Resolution # On Attachments: 0 Note on Resolution of attachment stored separately: 0
PUBLISH 0
POST 0
RECORD W/COUNTY 0
Date Sent to Mayor:
Date of Mayor's Signature: 0 I
Date of Clerk/CDC Signature:
Date MemolLetter Sent for Signature:
I st Reminder Letter Sent:
Date Returned:
2nd Reminder Letter Sent:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
Animal Control 0 EDA 0
City Administrator ~ Facilities o '
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City Attorney Finance
Code Compliance 0 Fire Department 0
Development Services 0 Human Resources 0
Others:
By:
Reso. Log Updated:
Seal Impressed:
(
Not Returned: 0
Yes No By_
Yes No By_
Yes No By_
Yes No By_
Yes No By_
Information Services
Parks & Recreation
Police Department
Public Services
Water Department
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Ready to File: V
Revised 12/18/03