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HomeMy Public PortalAboutORD13502 BILL NO. 2002-136 SPONSORED BY COUNCILMAN Viessman ORDINANCE NO. AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH BUSCOMM, INC. FOR DIGITAL VOICE DICTATION SYSTEM AND DECLARING CERTAIN EQUIPMENT SURPLUS TO BE USED IN TRADE-IN. BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. The Mayor and City Clerk are hereby authorized and directed to execute an agreement with BusComm, Inc. for Digital Voice Dictation System. Section 2. Certain dictation equipment currently used by the Jefferson City Police Department are hereby declared as surplus for purposes of trade-in on the purchase of new equipment. Section 3. The agreement shall be substantially the same in form and content as that agreement attached hereto as Exhibit A. Section 4. This Ordinance shall be in full force and effect from and after the date of its passage and approval. Passed,-% Approved: Z ' Presiding Officer or ATTEST: APPROVED AS TO FARM: 'pity C14(k City Counselor CiTY OF JEFFERSON DIGITAL DICTATION SYSTEM THIS AGREEMhN'if made and entered this—D__day ,of February,2003,byand between the Cityof',lefferson, Missouri, a municipal corporation, hereinafter referred to as "City," and RusComm Incorporated, hereinafler referred to as "Contractor," WHEREAS, the City is desirous of obtaining and installing digital dictation system with recently installed equipment. WHEREAS, Contractor is willing to enter into this Agreement with respect to the services upon the terms and conditions herein set forth. NOW,THEREFORE, be it agreed as follows: Section 1 1. Installation - Scope of Services. The work of this Section i consists of the purchase and installation of a digital dictation system as described on Attachment A. The proposed system shall be a Digital Reporting System consisting of 100% 113M compatible hardware components utilizing Microsoft Windows 2000 as its core operating system. ® 2. Manner and Time for Completion. Contractor agrees with the City to i'urnish all supervision, labor,tools,equipment,materials and supplies necessary to perform, and to perform, said work at Contractor's own expense in accordance with the contract documents and any applicable City ordinances and state and federal laws, within sixty (60)calendar days From the(late Contractor is ordered to proceed,which order shall be issued by the City Administrator ol'the City ot'.lelTerson within ten (10)days after the(late of this contract. 3. Prevailing Wages. 'fo the extent that the work performed by Contractor is subject to prevailing wage law, Contractor shall pay a wage ol'no less than the "prevailing hourly rate of wages" tier work of a similar character in this locality,as established by Department of Labor and Industrial Relations ol'the State of Missouri,and as established by the Federal Employment Standards ol'the i epartnent ot'l.,abor. Contractor acknowledges that Contractor knows the prevailing hourly rate ol'wages for this proiccl because Contractor has obtained th f f e prevailing hourly rate o wages from the contents o Annual Wage Urder No.9, Section 026, Cole County rates as set forth. The Contractor further agrees that Contractor will keep an accurate record showing the names and occupations of all workmen employed in connection with the work to be performed under the terms ofthis contract. The record shall show tlic actual wages paid to the workmen in connection with (lie work to be performed under the terms of this contract. A copy of the record shall be delivered to the fiscal Affirirs Supervisor of the Jefferson City finance Department each week. In accordance with Section 290.250, RSMo, Contractor shall forfeit to the City Ten Dollars ($10.00) liar each workman employed, for each calendar clay or portion thereol'that the workman is paid less than the stipulated rates for any work done under this contract,by the Contractor or any subcontractor under the Contractor. • II:`ConlnKl 1'd.*`mt.,'A'dllw('uuuu lur`Ph UIg11AI ULL LIIbNI 1,111'111:AMU wl.l 5. Contractor's Responsibility fur Subcontractors. it is further agreed that Contractor shall be as billy responsible to the City for the acts and omissions of its subcontractors, and of persons either directly or indirectly employed by theta,as Contractor is for the acts and omissions of persons it directly employs. Contractor shall cause appropriate provisions to be inserted in all subcontracts relating to this work, to bind all subcontractors to Contractor by all the terms herein set forth,insotaras applicable to the work orsubcontractors and to give Contractor the same power regarding termination of any subcontract as the City may exercise over Contractor under any provisions of this contract. Nothing contained in this contract shall create any contractual relations between any subcontractor and the City or between any subcontractors. 6. Liquidated Damages. The City may deduct One Hundred Dollars($100.00)from any amount otherwise due under this contract for every day Contractor tails or refuses to prosecute the work, or any separable part thereof, with such diligence as will insure the completion by the time above specified, or any extension thereof,or tails to complete the work by such time,as long as(lie City(foes not terminate the right of Contractor to proceed. it is further provided that Contractor shall not be charges] with liquidated damages because of delays in the completion cif the work due to unforeseeable causes beyond Contractor's control and without fault or negligence on Contractor's part or the part of its agents. 7. Termination. ,I'he City reserves the right to terminate this contract by giving at least five (5) days prior written notice to Contractor,without prejudice to any other rights or remedies ofthe City should Contractor be adjudged a bankrupt, or it'Contractor should make a general assignment for the benefit of its creditors, or if a • receiver should be appointed for Contractor or for any of its property,or if Contractor should persistently or repeatedly refuse or fail to supply enough property skilled workmen or proper material,or ifContractor should refuse or tail to make prompt payment to any person supplying labor or materials for the work under the contract, or persistently disregard instructions of the City or sail to observe or perform any provisions of the contract. 8. City's Rh!ht to Proceed. In the event this contract is terminated pursuant to Paragraph 7, then the City may take over the work and prosecute the same to completion, by contract or otherwise, and Contractor and its sureties shall be liable to the City for any costs over the amount of this contract thereby occasioned by the City. In any such case, the City may take possession of, and utilize in completing the work such materials, appliances and structures as may be on the work site and are necessary for completion ofthe work. The foregoing provisions are in addition to, and not in limitation of, the rights of the City under any other provisions of'tile contract, city ordinances, and state and federal laws. 9. Payment for Labor and Materials. Contractor agrees and binds itself to pay For all labor done,and for all the materials used in the construction of the work to be completed pursuant to this contract. Contractor shall furnish to the City a bond to insure the payment of all materials and labor used in the perlorniancc of this contract. IUGxnrul Ptli>4wa 1',llw,Cnmm IncllU(Aguxl Ui,enmu ti,arm?rwrt wt.l - 2 - 010. p,�Sulics. The Contractor is hereby uthorized and directed to utilize the City's sales tax exemption in the purchase of Y Y P 1 goods and materials for the project as set out in Section 144.062 RSMo 1994 as amended. Contractor shall keep and maintain records and invoices of all such purchases which shall be submitted to the City. 11. Pam The City hereby agrees to pay Contractor the work done pursuant to this contract according Io the payment schedule set forth in the Contract Documents upon acceptance of said work by the City Administrator of'tile City of Jefferson,and in accordance with the rates and/or amounts stated in the bid of Contractor dated.Ianuary 3,2003,which are by reference made apart hereof. No partial payment to Contractor shall operate as approvitI or acceptance of work done or materials furn ished hereunder. The total amount ofthis contract shall not exceed Forty-Four Thousand Two Hundred Forty Dollars ($44,240.00) for installation. 12. Contract Documents. The contract documents shall consist of the following: a. This Contract f.. General Provisions b. Addenda g. Special Provisions c. Information for Bidders h. Technical Specifications d. Notice to Bidders I. Drawing and/or Sketches e. Signed Copy of Bid This contract and the other documents enumerated in this paragraph, form the Contract between the parties. These documents are as fully a part of the contract as if attached hereto or repeated herein. Section II 1. Maintenance- Scope of Services. The work of this Section II consists of the maintenance of the digital dictation system equipment. 2. Maintenance Period. This Section shall be in effect from April 1,2003 through March 31, 2004. With the consent ofboth parties, the Section may be extended for four (4) additional one (1) year periods. The contractor shall request the renewal years ninety(90)days in advance of the expiration date. 3. Payment. Payment shall be made to Contractor by City for Five Thousand Light Ilundred 'Twenty Dollars liar maintenance services for the initial year, Six Thousand One Hundred and Eleven Dollars($6,111.00) !'or the first renewal of the contract,Six Thousand Four Hundred Two Dollars($6,402.00)for the second renewal,Six Thousand Six Hundred Ninety-Three Dollars ($6,693.00) for the third renewal, and Six Thousand Nine Hundred Eighty-Four Dollars ($6,984.00) for the fourth renewal, for all services required unless specifically and mutually agreed to in writing by both the City and the Contractor following the submission by Contractor • I I`Conua.l Fd.Lm.1'.Vhr.Couun IntV'D()iV.nal oiauroro s>.1,11,zau.wl„I - 3- of an itemized,detailed statement of services rendered,which shall be presented to the Finance Department of the City no later than the fifth (5")day of the month following rend;tion of the services. 4. Prevailing Wane Law. To the extent that the work performed by Contractor is subject to prevailing wage law, the Contractor and all subcontractors shall pay not less than the prevailing wage hourly rate for cacti craft or type of workman required to execute this Section as determined by the Department of Labor and Industrial Relations of Missouri,pursuant to Sections 290.210 through 290.340 inclusive, RSMo. 5. Pricing. Pricing shall be as included with Contractor's response quoted on the bid sheet, a copy of which is attached as"Attachment I3" for renewal years. 6. Invoices. Invoices shall be sent to the Finance Department,City of Jefferson, 320 Cast McCarty Street,Jefferson City, Missouri 65101 or to the specific addresses requested by the authorized agent i'or any other entity that may choose to participate under the cooperative procurement provisions. 7. Response Time. Responses to requests for service shall be provided within the guaranteed response time as set out in Contractor's response quoted on the bid sheet. in the event emergency service is required after regular working hours,Contractor will be paid the overtime labor rate. 08. Normal Work Hours. Normal working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, with exception of recognized holidays. The quantity of work during normal work hours for which payment will be made will be for work man hours actually perfonned at the site. Payment for normal work hours will be paid for the quantity as above determined at the unit price shown above, which price includes cost of labor, equipment normally associated with the type of repair, travel, benefits, overhead,profit, insurance and else necessary therefor and incidental thereto. 9. Overtime Work Hours. The quantity of work during the overtime work hours for which payment will be made will be the number of overtime work man hours actually performed at the site. The "after hours" service rate applied to calls responded to outside the Normal Work [-lours are as follows: After Hours - $187.50/bour—minimum service charge of I hour Sundays/Holidays - $250.00/hour—minimum service charge of 1 hour Driving time to and from site is billed at 1/2 rate. IR('wmwl f dwmu.c VIA lu.ComIII IncU'D Uigual Dic(alum S)%kni 21N(1.u1xl — 4 - Payment for overtime work hours will be paid For the quantity as above determined at the unit price bid for the item overtime work hours,in the proposal,which price includes costs of labor,equipment nornhally associated with the type of repairs, travel, benefits, overhead, profit, insurance and all else necessary therefore and incidental thereto. Part ill - Applicable to Part I & 11 1. insurance. Contractor shall procure and maintain at its own expense during the lire of this contract: A. Workmen's Compensation Insurance for all of its employees to be engaged in work under this contract. B. Contractor's Public Liability Insurance in an amount not less than $2,000,000 for all claims arising out of a single occurrence and $300,000 for any one person in a single accident or occurrence, except for those claims governed by the provisions of the Missouri Workmen's Compensation Law,Chapter 287,RSMo,and Contractor's Property Damage Insurance in an amount not less than$2,000,000 for all claims arising out ofa single accident or occurrence and $300,000 for any one person in a single accident or occurrence. C. Automobile Liability Insurance in an amount not less than $2,000,000 for all claims arising out ofa single accident or occurrence.and$300,000 for any one person in a single accident or occurrence. D. Owner's Protective Liability nsurance. The Contractor shall also obtain at its own expense v p and deliver to the City an Owner's Protective Liability Insurance Policy naming the City and the City as the insured, in an amount not less than $2,000,000 for all claims arising out of a single accident or occurrence and $300,000 for any one person in a single accident or occurrence, except for those claims governed by the provisions of the Missouri Workmen's Compensation Law,Chapter 287,RSMo. No policy will be accepted whhich excludes liability for damage to underground structures or by reason ofblasting, explosion or collapse. E. Subcontracts. In case any or all of this work is sublet, the Contractor shall require the Subcontractor to procure and maintain all insurance required in Subparagraphs (a), (b), and ©) hereof and in like amounts. P. Scope of Insurance and Special Hazard._ The insurance required under Sub-paragraphs (b) and (D) hereof shall provide adequate protection for Contractor and its subcontractors, respectively, against damage claims which may arise from operations under this contract, whether such operations be by the insured or by anyone directly or indirectly employed by it, and also against any special hazards which may be encountered in the performance of this contract. NOTE: Paragraph (I) is construed to require the procurement of Contractor's protective insurance (or contingent public liability and contingent property damage policies) by a general contractor whose subcontractor has employees working on the project, unless the general public liability and property damage policy(or rider attached thereto)of the general contractor provides adequate protection against claims arising • from operations by anyone directly or indirectly employed by Contractor. 11:0mirm FOraUm.A'OI.Wo i,N,99 Digunl Dom n Swon 21W.Opt - 5 - 2. Indemni To the fullest extent ermitted b law, the Contractor shall indemnify, defend and hold harmless the City, its p Y elected and appointed officials, employees, and agents, from and against all claims, damages, and expenses, including but not limited to attorneys' fees arising out or resulting from the performance of tile Work,provided that any such claim,damage,loss or expense attributable to bodily injury,sickness,disease or death or to injury to or destruction of tangible property(other than Work itself)including the loss of use resulting therefrom and is caused in whole or in part by any negligent act or omission of the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for those acts any of them may be liable,regardless of whether or not it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate,abridge,or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this Paragraph. 3. Nondiscrimination. Contractor agrees in the performance of this contract not to discriminate on the ground or because of race, creed,color,national origin or ancestry,sex,religion,handicap,age,or political opinion or affiliation,against any employee of Contractor or applicant for employment and shall include a similar provision in all subcontracts let or awarded hereunder. 4. Jurisdiction. This agreement and every question arising hereunder shall be interpreted according to the laws and statutes of the State of Missouri. 5. Governing Law. It is agreed that this Agreement shall be governed by,construed,and enforced in accordance with the laws of the State of Missouri as to both interpretation and performance. 6. Benefits Not Available. Employees of the Contractor sliall not be entitled to any of the benefits established for the employees of City nor be covered by the Workman's Compensation Program of City. 7. Modification of Agreement. Any modification of this Agreement or additional obligation assumed by either party in connection with this Agreement shall be binding only if evidenced in writing signed by each party or an authorized representative of each party. 8. No Waiver. The failure of either party to this Agreement to insist upon the performance ofany of the terms and conditions of this Agreement,or the waiver of any breach of any of the terms and conditions of this Agreement,shall not be construed as thereafter waiving any such terms and conditions,but the same shall continue and remain in full force and effect as if no such forbearance or waiver had occurred. N:1Gntrxt Fdi�'miK k'a1H¢.Cwnm InOW Digital Dichnem S,.iun 21NU.wlki — 6 9. Reserved Rights of the City. 10The City reserves the right to separate any individual unit or location from coverage in this Agreement and to pursue any other methods of servicing that it desires. 10. Failure to Perform. Should Contractor fail to provide services as set forth pursuant to this Agreement, or fail to meet any of the Agreement provisions,this Agreement may be canceled at the sole option of the City upon giving five (5) days written notice to Contractor. 11. Cancellation. This Agreement shall be subject to cancellation by the City at any time following thirty (30)days written notice. 12. Notices. All notices required to be in writing may be given by first class mail addressed to Chief of Police, City of Jefferson Police Department, 320 East McCarty,Jefferson City,Missouri,65101,and Contractor at BusComm Incorporated, 156 Weldon Parkway,Maryland Heights,Missouri,63043. The date of delivery of any notice shall be the second full day after the day of its mailing. IN WITNESS WHEREOF,the parties hereto have set their hands and seals on the day and year first above written. CITY OF JEFFERSON, MISSOU CONTRACTOR Mayor o Moldthan, President ATTEST: ATTEST: l City Clerk J Title: APPROVED AS TO F City Cou e 11AC(miran FllLs\miK k'sTiLkOintin In011)Digital Dn:lution Spisvn 21a.1.%T%l — 7 — Attochment A Submit original and one copy of this page DICTATION SYSTEIM SPECIFICA'fIONSiI-'tJNCT10NAI.I'I'Y i� ® conror Bidder Response - List all deviations to Item mance D SPECIFICATION I_evel specification 2Io RECORDER 1. The system must have a minimum wired capacity of 24 universal access ports and 1 1,000 hours voice recording storage within a rg single server t� 2. The system must be equipped, delivered and installed with 12 universal ports and 1,000 t hours Redundant Voice Recording Storage 3. The system shall operate on the Microsoft A Windows 2000 operating system platform t with an SQL Database 4. The system slialI consist of 100% IBNI compatible hardware components. 1 A 5. Complete specifications and documentation ,4 for all system components, peripherals and 64 adapters will be provided. 4 6. The system's CPU shall utilize the Intel Pentium Series, 600 MHz, 256 MB RAM or better 7. The access ports shall be universal access channels capable of being used in a dedicated fashion or for multi-purpose use (i.e. dictate, transcribe, review). 8. The system shall be equipped with a programmable smart uninterruptible power I supply providing power fora minimum of 15 minutes at full load and 30 minutes at half load. 5 ..u%.t..l.Y[.J.Mw..w......:i..enrW:ti�iEYSs���.............._..�.........,....,..-.._ . .« ....,................ ... ..........,..........1..r.t..J.C:..61i.bs:SiY�it� M Submit original and one copy ol'this page Cony"r Bidder Response - List all deviations to Iran munce No SPECIFICATION Level specification 9. The system tnust be compatible with any type 0) of analog or digital system for re-recording 09 locally or remotely with ID information 4 separating each report. 10. The system must provide dictators and transcriptionists the capability to mark a report open/pending and return the report to them upon next access of the system. 9 11. The system must have an on-line help feature t accessible to all types of users on demand. 4 4 12. The help prompts shall be customizable and 1 0% 1 can be changed if necessan. 11.4 13. The system must allow for the changing and i 0 customizing of voice forms by the system administrator. * 14. All voice forms must be able to be overridden or not by the user as authorized by the system administrator. 15. The system must provide a means by which those voice forms are able to be stored on a floppy disk for back-up purposes and the 09 system must be able to allow the system 4 manager to create additional directories in the operating system for the forms used only occasionally. 16. The system must be able 1.0 support remote diagnostics with Windows NT RAS (Remote 1 Access Server) through a standard telephone line and modem. The modem shall be 03 provided with the system. 119 17. The system must be able to operate in 1 temperature ranges from 50 degrees Fahrenheit to 90 degrees Fahrenheit. do 6 .....--..:._.._.._....._. ..... ..•..•.••..� Ira+�wourutle�la.n4aylwL6'e3t9Yw1 Submit original and one copy of this page I cnnfor Bidder Response - List all deviations to Item mance No SPECIFICATION Level specification 210 1 18. The system must generate automatically in 1 real-time, hard copy reports of all system activity for service and support purposes. This report must include all ID information 9 based on the type of access whether dictated, transcribed or reviewed. 19. This report must show the last 10 commands entered by the user, for use in on-site and 1 remote diagnostics. 20 The system must not require that the user utilize any command functions between the various ID fields (i.e. # sign). 21. The system must be capable of interfacing and downloading ID field and job information to a Computer Aided Dispatch System. 22. It must be possible to add the option of Integr ated Voice Messaging to the System 23. The system must include and be installed with 9 anti-virt.ls software designed specifically for the Digital Dictation System. SYSTEM MANAGEMENT USER INTERFACE 24. System must be capable of attaching to JCPD Local Area Network providing Windows 95, iy 98,NT, or Windows 2000 Client Access. 25. The system must provide management 1 information system/software to generate management system reports and various screens with a minimum of five (5) user interfaces. 26. The system must be equipped with a SVGA t color management console and keyboard. rA 7 Submit origin-d and one copy ol'this page Bidder Response - List all deviations to Item mancc No SPECIFICATION LOCI specification 2 1 0 27. The system must be easy to use and thus 4 allow for a SVGA color mol�itor to assist in !A the distinguishing of color coded.job status, A pull-down windows. bar graphs, etc. 24' The system management must provide for the -a sorting of the user name database in t A numerical order or alphabetical order with a A single. keystroke. A 21'. The system must provide a single: key display t A indicating the amount of backlog in hours. minutes. number of reports and lines. A A 30. A comprehensive help key with context sensitive help shall be available to assist 1 'q unfamiliar users in the operation of the management system. 31 The system shall provide the capability to search for information based on any single or �► multiples of the following: Job Number . DSN Number, Dictator Narric, Report Type, Case Number, All other II) fields singularly or in combination, Transcriptionists Number. Transcriptionists Name, Job Status. Date Dictated, Time Dictated, Datc Transcrihed. Time Transcribed. 2. The system shall include a minimum of five 1 (5) user interface licenses and software to allow access from a minimum of five (S) 9 JCIID PC: workstations to system management information. ~ 33. The system sliall be able to limit access to 1 management infomultlon by ptlsslvC'.Cd 1VIt11 it minimum of 10 levels of security d� s� Submit original and one copy of this page Cunfnr � [udder Response - t.ist all deviations to Item malice No SPECIFICATION Level specification 210 34. The system shall have the capability of notifying the system manager when the 1 system has reached an unacceptable level of dictation backlog and when the system has reached the disk capacity that is set up by the system manager. ;;. The system must provide a means by which 1 the system manager is able to configure each access channel for the type of use desired. �1 A 36. All voice forms must be able to be recalled at any time by the system manager for dictation, transcription or review. A 37. The system must allow the system manager to 1 pick and choose functions which they desire to allow the individual users to have access. ON 38. If certain functions are not used they must be eliminated as options, thereby eliminating the chance of a user accidentally accessing those 00� functions. The database shall contain at a minimum the 1 01� following information that is able to be set up on a per-user basis: On hang-up, should the system automatically leave the report in the open or closed status'? When rewind is touched, how far Nvill it r>e� rewind for that user? When playing a report, should the system automatically go into record at the end of the play function? How long is the user allowed to put the system on hold'? How many III fields should the system prompt the user for in between reports'? ! 9 M% 4i Submit original and one copy of this page Confol Bidder Response - List all deviations to Item SPECIFICATION ""'°" r, No i.wti specification � 2in 41, The systeni shall allow the system manager to set 1 the system operating parameters in a man- ner that best meets their operating conditions. if* iq those set-up parameters need to be ch:utgcd, then those changes shall be able to be made without causing interruption to any system operation and thus the changes may be made on the fly. 42, They system must provide verbal annotation of all ID Feld information or any combination r+Q1 of the management information associated >� with that report for all users. WIN 43. The voice annotation shall be able to be 019% customized according to the type of user. 00% 44. All users shall have the ability of accessing 000% and interrupting the voice annotated information at any time while in a report. 45. The system shall provide a real-time display t of current system activity showing the 1`61- lowing minimum information: Port Number, Mode (dictate, transcribe, and revickv), ISSN Number, Report "Type. Case Number, .fob Number, and Access 'Time. 46. The system must provide archival manage- WA ment data onto any size hard disk. floppy disk, streaming tape, removable hard drive or over•a local area network. 47, If floppy disk is recommended, it must be 1 .44 MB, "off-the-shelf", non-proprietary, floppy disk and must be able to hold it 'minimum of 15,000 job entries. 48. The system must automatically clean up system directories in the background with no 1 downtime providing 24 hour user availability. 49. The universal access ports shall he definable by the system manager, on the fly, without interrupting system operation. 10 Iaaw+.N:.mIaLY.iE'OJ..�ntinMi✓.JE Y)/it S:�.'K l�•r`I'.l. l .�• (}A.+,(�' 41�I'!1!'!1'.,.�M1I �� Submit original and one copy of this page C:onfor �► Bidder Response - t,ist all deviations to �ll'Rl R1tInCC i No SPECIFICATION i_C,,Ci specification zlo 50. The system must be able to manually or automatically hold and purge dictated reports 1 in hourly increments by any one or multiple ID fields and/or the system must be able to allow for the holding or purging; of work according; to user definable percentage of maximum disk capacity to maintain as a level of fullness. 51. The archival process shall not interrupt normal system operation and thus shall not iq require that the archival process halt the use A of the system for dictation, transcription or review. INPUT 52 The system must be capable of'recording police reports dictated from inside or outside 1 of the department using any touch-tone telephone. 53 'file system shall utilize the existing police department telephone system for dictation access. 54 The system must be capable of providing structured voice forms that shall serve to verbally walk the officers through all sections of a report to be dictated. 55 The voice farms shall be fully customizable to follow the current JCPD written report 1 fonns. 56. The system must provide a minimum of 30 different sections for voice forms which would be designed for property reports, assaults, etc. Each section must be capable of multiple prompts. 11 MIR ,4;.1. .,:..,r.• ...i• ,.;w,S.:`1'i,�1 J.1�:..::a;k�».�:�./iut fsKiitiw�o II Submit original and one copy of tills page Confor Bidder Response - L,ist all deviations to Item manse No SPECIFICATION Lever specification 2ru 57. These forms shall be audible on playback and shall serve to ensure the accuracy and 4 completeness of the police report. 58. Typists must be able to listen to all of the 1 prompts or a shortened version of the prompts o for the voice forms. § 59. The system shall enable all oflicers, automatically, or on demand, access to a specific job number in a voice annotated form for that particular dictation in a voice annotated form (to serve as a job receipt for 4 tracking and inquiry purposes in transcription). 60. The system must provide a way for the officers to do multiple reports using a single key without requiring them to re-enter ID infonnation between those reports. +b 61 The system must provide for full function remote input to include: Job Confirmation Number. Volume and Speed Control, Volume level must be adjustable for each individual officer. OUTPUT I0 62 System must include software, licenses, loot i controls and headsets to equip five (5) JCPD PC Workstations to listen to and transcribe digitally compressed dictated officer reports transmitted over the JCI'D Local Area Network form the Digital Reporting System, 63 The software must provide a customizable r� display on the workstation screen with a minimum of the following data fields; Officer Name, Officer DSN, Report Type, Complaint #, Job #, Date/Time Dictated, Length of Report 1? Submit original and one copy of this page Confor Bidder Response - List all deviations to Item inance No SPECIFICATION Level specification 2 1 0 64 The soffivare must have adjustable speed control 65 The system shall provide an unlimited number of transcription routing scripts with a minimum of 15 set-ups per routing script. 66 The system must provide the capability of Listen/Review access for the purpose of designated supervisors and personnel calling the system in order to listen to previously dictated reports. 67 The Listen/Review feature shall provide an optional password fir access. TRAINING 68. The vendor must provide on-site training 11or all system users. 69 The training must be conducted by a vendor employed customer support and training specialist. 70 The support and training specialist shall meet with JCPD personnel to plan all training, activities and remote 71 , The vendor must provide oil-site u support at any time after system installation and initial training. 72. On site system Support must be provided Within four hours. FULL DESCRIPTIVE LITERATURE OF THE ITEMS BID, INCLUDING PICTUIZES, MUST ACCOMPANY THIS BID 13 O ATTAC'I1M1,N'f' I3 DVI Guaranteed Maintenance Service BusComm Incorporated offers the most highly qualified service available through our factory-trained and certified technicians. The Basic Guaranteed Maintenance Service Agreement provides: (1) Prompt Response to all service calls during normal business hours. Normal business hours are 8:00 a.m, to 5:00 p.m., Monday through Friday, with the 15 exception of recognized holidays. Service calls will be responded to on a 24 hour a day, 7 day a week, 365 day a year basis, however, a charge will be made for any service performed during times other than normal business hours. i During business hours, a Customer Service Manager is available to take each call and promptly dispatch our technicians. Our Customer Service Manager can often answer your questions or refer them to our system technicians so that they can react quickly on your company's behalf. Our system technicians are certified on all products to assure you, our customer, of the highest quality of service available. (2) Current DVI version software upgrades will be provided at no additional charge to you when these changes can be completed during normal business hours. A charge will be made if any 3'd party software needs to be upgraded. (3) All parts and labor are included at no additional charge under the Basic Guaranteed Maintenance Service program during normal business hours. The customer agrees to pay for any damage caused by an act of God, fire, power failure/surge, accident, or abuse. (4) While the Basic Guaranteed Maintenance Service Agreement covers all parts and labor for your initially purchased hardware and software system, it does not cover moves, adds, or changes. Some examples of service not covered are: De-install/Re-install of rernote transcriptionists, to include software applications A . Servicing equipment not purchased through or covered by BusComm Incorporated Upgrading any 3`d party software needed to support DVI, ie. Pervasive 9 . New report formats . Changes to existing reports Setting-up additional departments Installing and training additional remotes Re-Training existing staff Reloading software due to customer upgrades/changes Connectivity to internet service provider from remote site to customer's network Interfacing client's Virtual Private Network with remote site Jefferson City Police Department Quote Valid for 90 Days January 3, 2003 www.buscomrninc.com r DVI Guarantees! Maintenance Service Basic (continuod) 4 i+ (5) Any issue, that BusComm Incorporated has been requested to resolve, regarding » anti-virus software, that has been installed and / or maintained by any other party except BusComm, will be billable. N The rate for moves, adds, and changes performed during normal business hours is $125.00 per hour. V Any additional equipment/upgrades purchased from BusComm in the future may be covered by this contract with maintenance charges pro-rated to the next renewal date. The "after hours" service rate applies to calls responded to outside of normal business hours under the Basic Guaranteed Maintenance Service agreement. Our hourly rates are as follows: After Hours $187.50/hour— minimum service charge of 1 hour Sundays/Holidays $250.00/hour— minimum service charge of 1 hour Driving time to and from site is billed at 1/2 rate. i Jefferson City Police Department y Quote Valid for 90 Days .It. January 3,2003 www,buscomminc.com ti DV1 Guarantees! Maintenance Service Comprehenpive BusComm Incorporated offers the most highly qualified service available through our factory-trained and certified technicians. The Comprehensive Guaranteed Maintenance s Service Agreement provides: (1) Prompt Response to all service calls will be provided 24 hours a day, 7 days a week. As a comprehensive maintenance customer, you are guaranteed priority service and response to reported trouble via modem, a phone call, or an on-site visit. A diagnostic call will follow within 30 minutes of receipt of your service request. its (2) Current DVI version software upgrades will be provided at no additional charge to you. A charge will be made if any 3rd part software needs to be upgraded. (3) All parts and labor are included at no additional charge under the system warranty and comprehensive GMS program. The customer agrees to pay for any damage caused by an act of God, fire, power surge/failure, accident, or abuse. (4) Service calls will be responded to on a 24-hour a day, 7 day a week, 365 days a year basis. Qualified technicians are on call after normal business hours to respond to any maintenance call. During business hours, a Customer Service Manager is available to take each call and promptly dispatch our technicians. Our Customer Service Manager can often answer your questions or refer them to our system technicians so that they can react quickly on your company's behalf and make any required programming or configuration changes. Our system technicians are certified on all products to assure you, our customer, of the highest quality of service available. Only BusComm employees will install and service your system. (5) Any issue, that BusComm Incorporated has been requested to resolve, regarding anti-virus software, that has been installed and / or maintained by any other party except BusComm, will be billable. Jefferson city Police Department Quote Valid for 90 Days January 3,2003 www.buscomminc.com VIA t )�}.k�,Ai��,��•{{1�j/)�����y..,,,3[[ ..,r,..}rn.` 1h �CCI�.,,,J�16Y�'.L11."- Q�1YW1N riY1YAiC1i/1�1M(LYY�.1�PdIISrYY � I�Ali' �- i , r DVI Guarantee d Maintenance Service Comprehensive (continu!d) While the Comprehensive Guaranteed Maintenance Service Agreement covers all parts 00 and labor for your initially purchased hardware and software system, it does not cover moves, adds, or changes. Some examples of service not covered are; De-install/Re-install of remote transcriptionists, to include software 09 applications Servicing equipment not purchased through or covered by BusComm Incorporated Upgrading any 3`d party software needed to support DVI, ie. Pervasive . New report formats . Changes to existing reports Setting-up additional departments . Installing and training additional staff Re-Training existing staff Reloading software due to customer upgrades/changes Connectivity to internet service provider from remote site to customer's network Interfacing client's Virtual Private Network with remote site The rate for moves, adds, and changes performed during normal business hours is $125.00 per hour. Driving time to and from site is billed at 1/2 rate. Any additional equipment/upgrades purchased from BUSCOmm in the future may be covered by this contract with maintenance charges pro-rated to the next renewal date. Rates set forth in this agreement are subject to revision at the renewal date of the maintenance contract. Jefferson city Police Department Quote Valid for 90 Days January 3,2003 www.buscomminc.com Communication Recorder Maintenance N�i�t'ot cnf -- -------_._-...... City of Jefferson City Police Ueparline t Conti-act period, 10/09/03 to 10/09/04 Provisio ,q 1Lf 1Vlnintenance Services Full coverage covered costs: The:naintenarrc.e guarantee will it c,)tltic funwiIiin;- :d necessary service,pails and travel to maintain the hardware and sottv,,aru in ;,ot d working condition during rronnal business hours. Twenty fi?ur (24) J: available. Detective parts replaced by EOS become the proper(, l,-1p d support during nontlal business hours (1%1-F, 5:00AM-5:0��1'.l\•1) wtll ht• pit ��1�.1:J ;o m -• charge during the contract. . Response time for non-emergency c•.:ills din-mg, not r wj business hours is 4-6 .limirs. Response times for valls :Iflcr hours or or minutes. However, good judgment should be exercised wtret, l,lrtc111!' ;+ cAl '-w--,'• 1; it is a non-emergency call, the call should be placed the Next city. •'Cn):� ;? ;i.l have a response t.itne of 30 minutes no maticr. Lvltat time of play )fir.:cc,;snn ,'. :;.,'r; maintenance updates will be proNrided for the original.sofm arc inve.t.n�r tu. Help desk covered costs: Help desk support contract allows the t:11c1 u:;.:r ;+ c,111 ;_,, }-; :-i, :1 toll free number. Blocks of hours are pw-chased and kept track of in 0111' Gr�1?t('lli:t generated call accounting system. Help desk supporr. covers: hush, answer application questions, explain system administrator functions., parameters and explain system messages. Excluded costs: The warranty or maintenance guarantee flocs not include coos from improper liaridling, misuse,neglect, abuse. uaauthariz.cti ;A(fC1t1t '.s (o r:epairby another dealer: other than EOS, electrical malfunction;: suc-11 pow',•i acts of trod (lightning, fire, flood etc.) .Repairs re•gUITO(l byr ally be billed at the standard rates forlabor and materials. Nloves.adds and are not covered under the maintenance agreeni.ent. MAC's will be invr,i;"Cd :it I Ili; prevailing rata less 201 discoizt while the contract is iii affect. Product 1.0 Description CUS1 021-MrNBDVD2 32 cbiuinel lvlercorn recorder 34-47.70 (\-t•F r;AjNi i Authorized l�v) cu t` 'r);rcE CZ V ATTESTED: APP" �-- ' �� A, FORM