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Home My Public Portal About09-7462 Police Dispatch Voice Recording Sponsored by: City Manager RESOLUTION NO. 0 9-7 4 6 2 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, ACCEPTING THE EMERGENCY QUOTE FROM REPLAY SYSTEMS, INC., FOR THE PURCHASE AND INSTALLATION OF A POLICE DISPATCH VOICE RECORDING SYSTEM FOR THE OPA- LOCKA POLICE DEPARTMENT AT A COST OF SEVEN THOUSAND NINE HUNDRED NINETY-ONE DOLLARS ($7,991.00); FURTHER AUTHORIZING THE CITY MANAGER TO EXPEND FUNDS IN THE SAME AMOUNT TO REPLAY SYSTEMS, INC., FOR THE PURCHASE AND INSTALLATION OF A POLICE DISPATCH VOICE RECORDING SYSTEM FOR THE OPA-LOCKA POLICE DEPARTMENT,PAYABLE FROM ACCOUNT 21-521643 WHEREAS, the City of Opa-locka ("City")Police Department is in immediate need of a voice recording system to record all police dispatch communications in accordance with Florida Department of Law Enforcement("FDLE") regulations; and WHEREAS, the Police Department's existing Dialogic voice recording system has been rendered inoperable by a severe hardware system failure and repair of the existing system is impossible; and WHEREAS,the City's Information Technology department is recommending that the City purchase and install a new eight(8)channel voice recording system for the City's Police Department from Replay Systems,Inc.,which will allow the recording of three(3)dispatch telephone lines and two (2) police radio channels with additional expansion capability; and WHEREAS,the City Manager has determined that the emergency purchase of a replacement voice recording system for the Police Department is necessary and the delay incident to giving an opportunity for competitive bidding would be detrimental to the interests of the City; and Resolution No. 0 9—7 4 6 2 WHEREAS, Replay Systems, Inc. is a local vendor and has been recommended by the Police Departments of several municipalities,including Coral Gables,Doral,Aventura,Pinecrest and North Miami Beach; and WHEREAS,Replay Systems,Inc.has provided a quote for the purchase and installation of the new eight( 8) channel voice recording system for the City's Police Department; and WHEREAS,the City Manager is recommending that the City utilize the quote provided by Replay Systems, Inc. under the emergency conditions created by the failure of the Police Department's existing Dialogic voice recording system and the need for immediate replacement;and WHEREAS,the City Commission of the City of Opa-locka desires to accept the quote from Replay Systems,Inc.for the emergency purchase and installation of the new eight(8)channel voice recording system for the City's Police Department. NOW,THEREFORE,BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA,FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby accepts the quote from Replay Systems,Inc.,and further authorizes the City Manager to make payment of Seven Thousand Nine Hundred and Ninety ($7,991.00) to Replay Systems, Inc., for the emergency purchase and installation of an eight(8)channel voice recording system for the City's Police Department,payable from Account No. 21-521643. .Section 3. This resolution shall take effect immediately upon adoption. Resolution No. 0 9—7 4 6 2 PASSED AND ADOPTED this 1 3 day of MAY , 2009. hit I EPH L. :LT Y MAYOR Attest: Approved as to form and legal sufficiency: i eborah S. Ir y Buitn.adette Norris-Weeks City Clerk City Attorney Moved by: JOHNSON Seconded by: TAYLOR Commission Vote: 5-0 Commissioner Holmes: YES Commissioner Johnson: YES Commissioner Tydus: YES Vice-Mayor Taylor: YES Mayor Kelley: YES JF P LOCK O 04 Memorandum TO: Mayor Joseph L. Kelley Vice Mayor Myra L. Taylor Commissioner Timothy Holmes Commissioner Dorothy Johnson Commissioner Rose Tydus FROM: Bryan K. Finnie,Interim City ..., DATE: May 5,2009 RE: POLICE DISPATCH VOICE RECORDING SYSTEM Request: APPROVAL OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AGREEMENT WITH REPLAY SYSTEMS FOR THE PURCHASE OF POLICE DISPATCH VOICE RECORDING SYSTEM IN THE AMOUNT OF SEVEN THOUSAND NINE HUNDRED NINETY ONE DOLLARS ($7,791.00). Description: All police department dispatch communications (telephone and radio) are recorded for legal purposes and compliance with FDLE. The existing Dialogic voice recording system at the Police Department stopped operating after a severe hardware failure on March 16th, 2009. Several attempts were made to recover the system since the product has been discontinued since 2004 and spare parts cannot be located. Police dispatch inability to record dispatch communications placed the Police Department out of FDLE compliance and created a safety issue for officers and the City. Several Police Departments (Coral Gables, Doral, Aventura, Pinecrest and North Miami Beach) were contacted for vendor reference and all referred Replay Systems. Replay Systems proposed the installation of an 8 channel voice recording system which allows the recording of 3 dispatch telephone lines and 2 police radio channels with additional expansion capacity. In an effort to reduce any possible liability to the City and comply with FDLE requirements on March 24th, 2009 purchase order 0900476 was issued to Replay Systems as emergency purchase. Financial Impact: Not Budgeted Account: 21-521643 Amount: $7,791.00 Implementation Time Line:20-30 days Legislative History: None Recommendation(s): Staff recommends approval Analysis: Replay System was selected based on several factors such as the referrals received from other local municipalities, Replay Systems is a local vendor, and the fact that Replay Systems does not utilize any proprietary software or hardware. Their products are based on the OF p LOCK" ' O 14 2. use of the shelf products which they support 100%. FDLE compliance and officer safety were the leading factors driving the selection of a local vendor and procuring a system. Attachment(s): 1. Replay Systems Quote Prepared by: Bernardo Larralde, Information Technology Director End of Memorandum replay errsrramit Prepared For: I prepared By: Company: Opa Locka Police Dept. Company: Replay Systems Contact: Bemardo Larralde Contact: Paul Colletti Address: 2495 All Baba Ave. Address: 6555 NW 9th Ave-Suite 105 Opa Locka,FL 33054 Fort Lauderdale,FL 33309 Phone: (305)953 2868 Phone: (954)267-9199 or(800)722-3472 blarralde nooalockafl.gov Date Quoted: March 17,2009 Quotation#: 0P8A1 Description: 8 channel analog recorder. Recording radio and telephone lines. System includes 1 incident replay application. Item_Number ` Quantity ;a Description Unit Price C35201 1 Myracle,Full size PCI,Baseboard $3,550 C35207 1 8 ch.Analog Parallel,Module $214 C35222 1 Myracle,8 ch.Analog recording license $2,892 C34302 1 Incident Replay Application-1 USB dongle with 1 license $470 Chassis 550901 0 DVD RAM Tray Loading drive,IDE $0 C34019 0 HP Desktop,1GB RAM,MP Pro,2 PCI Slots,Keyboard, mouse,monitor $0 550511 0 80 GB HD SATA $0 H01051 1 Connection cable loft for Analog/Digital cards-Female Amp. $65 Sub Total: _... .-- .;. _ : ° :_ . . . = $7,191 Remote installation and training 800 Allow 3 to 4 weeks for delivery and installation Total $7,991 1 year warranty included(local service parts and labor) Customer provides server,monitor,keyboard and mouse Customer Signature*: Date: PO Number: Customer provides Server(specification listed above),monitor,keyboard and mouse Pricing discounted until 3/31/2009. Quote is valid for 60 days from date quoted above. Payment Terms:50%with PO,50%Upon Delivery