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2009-27233 ResoRESOLUTION NO. 2009-27233 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING BY 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST, AND AUTHORIZING THE ADMINISTRATION TO ISSUE A PURCHASE ORDER TO CVDS, INC., THE MANUFACTURER OF COMLOG EQUIPMENT, FOR THE PURCHASE AND INSTALLATION OF A COMLOG NP192 DIGITAL VOICE RECORDER FOR THE PUBLIC SAFETY COMMUNICATIONS UNIT E911 TELEPHONE ANSWERING EQUIPMENT FROM CVDS, INC. IN THE AMOUNT OF $28,136.00. WHEREAS, there are two ComLog voice recorders, manufactured by and purchased from CVDS, Inc., currently operational within the Public Safety Communications Unit (PSCU); and WHEREAS, the main recorder is located at the Police Department's 911 call center, and was installed in 2001; and WHEREAS, the other recorder was installed at the Emergency Operations Center (EOC) in 2009; and WHEREAS, CVDS, Inc. is the manufacturer of ComLog equipment and associated software; and WHEREAS, the recorders are cross connected so that users at either location are able to access the recorder at the other, within the same ComLog Reproducer software application with a single log-in; and WHEREAS, although other brands of recorders will work with the existing Positron equipment installed at he PSCU, other factors to be considered beyond simply recording the telephone system at that location include: the current ComLog is also being used to record radio traffic; user compatibility; and cross-compatibility with the ComLog recorder located the EOC; and WHEREAS, a dispatch center deals with both call taking as well as radio dispatch; and WHEREAS, the Positron Viper handles the call taking tasks and a recorder dedicated for that telephone system could result in requiring a second recording system to record the radio portion; and WHEREAS, a different brand of recorder will require retraining of numerous staff, as well as a possible new procurement for Instant Recall capabilities for radio and telephone systems, which are separate systems; and WHEREAS, in order to maintain operational compatibility and redundancy with the EOC, the ComLog recorder at the main 911 call center in the Police Department is in need of an upgrade to both hardware and software as this equipment was installed over eight (8) years ago; and WHEREAS, the existing ComLog system is uniquely compatible with ComLog equipment and the corresponding proprietary software for the system; and WHEREAS, the ComLog NP192 system is an upgrade to allow the PSCU to be in line with current technology relative to speed, storage capacity and durability, as well as be compatible with newer public safety and technologies and procedures; and WHEREAS, the funding for this project is to be reimbursed from the State of Florida E- 911 Grant; and WHEREAS, the effective dates of the program are November 5, 2008 through November 4, 2009; and WHEREAS, per the terms of the Agreement, if the City does not complete the implementation by the end of the program year, the City will lose the funding; and WHEREAS, so as to avoid the loss of grant funds under the State of Florida E-911 Grant program, the Administration is recommending the waiver of formal competitive bidding, finding such waiver to be in the best interest of the City, and would therefore recommend that a purchase order be issued to CVDS, Inc. in the amount of $28,136.00. NOW, THEREFORE BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH FLORIDA, that the Mayor and City Commission waive, by 5/7"13 vote, the formal competitive bidding requirement, finding such waiver to be in the best interest of the City, and authorize the Administration to issue a Purchase Order to CVDS, Inc., the manufacturer of ComLog equipment, for the purchase and installation of a ComLog NP192 Digital Voice Recorder for the Public Safety Communications Unit E911 telephone answering equipment in the amount of $28,136.00, funded by Police Department Grants account number 195-6146-000674. PASSED and ADOPTED this 14th day of October 2009 A O Matti Herrera Bower ATTEST: ~~ '~-°L /~ /~ ~`~~ V (~ts~LJ~=~- CITY CLERK Robert Parcher AIPPROVE~ As To FORM ~ LANGUAGE ~ FOR EXECU ION T:\AGENDA\2009\Oct14\ConsenflComlogWaiverReso.doc ~ d~ City Attom Date COMMISSION ITEM SUMMARY Condensed Title: A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Waiving by 5/7 Vote, The Formal Competitive Bidding Requirements And Authorizing The Administration to Issue A Purchase Order To CVDS, Inc., For The Purchase And Installation Of A ComLog NP192 Digital Voice Recorder For The Public Safety Communications Unit E911 Telephone Answering Equipment In The Amount Of $28,136.00. Ke Intended Outcome Supported: Increase resident ratings of public safety services. Supporting Data (Surveys, Environmental Scan, etc.): Safetywas ranked No. 1 by residents as one of the changes that will make Miami Beach a better place; safety across the City was one of the most important areas affecting the quality of life. Issue: Shall the Commission Adopt the Resolution? item Summa /Recommendation: There are two ComLog voice recorders, manufactured by and purchased from CVDS, Inc., currently operational within the Public Safety Communications Unit (PSCU). The main recorder, model number DLS2420, is located at the Police Department's 911 call center, and was installed in 2001. The other recorder, model number NP72, was installed at the Emergency Operations Center {EOC) in 2009. While other brands of recorders will work with the existing Positron equipment installed at the PSCU, there are other factors to be considered beyond simply recording the telephone system at that location. These factors include: the current ComLog is also being used to record radio traffic; user compatibility; and cross- compatibilitywith the ComLog recorder located the EOC. In order to maintain operational compatibility and redundancy with the EOC, the ComLog recorder at the main 911 call center in the Police Department is in need of an upgrade to both hardware and software as this equipment was installed over eight (8) years ago. The ComLog NP192 system is an upgrade to allow the PSCU to be in line with currenttechnology relative to speed, storage capacity and durability, and compatibility with newer public safety technologies. The funding for this project is to be reimbursed from the State of Florida E-911 Grant. The effective dates of this program are November 5, 2008 through November 4, 2009. Per the terms of Agreement, if the City does not complete the implementation by the end of the program year, the City will lose the funding. The Administration recommends a royal. wr. .~_ .-~a,wlw~ vva~lJ RGGVr(Irrlenp7Ll0n: N/A Financial Information: Source of Amount Account Approved Funds: Police Department Grants Account No. 1 $28,136.00 195-6146-000674 State of Florida E-911 Grant 2 3 OBPI Total $28,136.00 Financial Impact Summarva Ci Clerk's Office Le isla a Trackin Gus Lopez, Procurement Sign-Offs: Department Director Assistant City ger City Manager RM r~ per_Gnlnelonn~~n,..,.1.._____.~,. CN PDW JMG ~~wv~ i ~wv11aO11NlJVfI1L09 YV aIVP.fJUfTlmary.QOc m MIAMIBEACH ~ U ~~~~I~.~ tTIr:M G?N ~~~~ /Day/-O m MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov COMMISSION MEMORANDUM TO: Mayor Matti Herrera Bower and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager DATE: October 14, 2009 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING BY 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST, AND AUTHORIZING THE ADMINISTRATION TO ISSUE A PURCHASE ORDER TO CVDS, INC., THE MANUFACTURER OF COMLOG EQUIPMENT, FOR THE PURCHASE AND INSTALLATION OF A COMLOG NP192 DIGITAL VOICE RECORDER FOR THE PUBLIC SAFETY COMMUNICATIONS UNIT E911 TELEPHONE ANSWERING EQUIPMENT FROM CVDS, INC. IN THE AMOUNT OF $28,136.00. ADMINISTRATION RECOMMENDATION Adopt the Resolution. FUNDING Funding is available from Police Department Grants Account No. 195-6146-000674. The State of Florida E-911 Grant requires the project be implemented by November4, 2009 or the grant funds will be lost. BACKGROUND There are two ComLog voice recorders, manufactured by and purchased from CVDS, Inc., currently operational within the Public Safety Communications Unit (PSCU). The main recorder, model number DLS2420, is located at the Police Department's 911 call center, and was installed in 2001. The other recorder, model number NP72, was installed at the Emergency Operations Center (EOC) in 2009. CVDS is the sole manufacturer of ComLog equipment and associated software. The two recorders operate in tandem with each other and provide a level of redundancy for an overall recording system, as certain channels are monitored and recorded at both locations. They are cross connected so that users at either location are able to access the recorder at the other, within the same ComLog Reproducer software application with a single log-in. ANALYSIS While other brands of recorders will work with the existing Positron equipment installed at the PSCU, there are other factors to be considered beyond simply recording the telephone system at that location. These factors include: the current ComLog is also being used to record radio traffic; user compatibility; and cross-compatibility with the ComLog recorder located the EOC. A dispatch center deals with both call taking as well as radio dispatch. The Positron Viper handles the call taking tasks and a recorder dedicated for that telephone system could result in requiring a second recording system to record the radio portion. The proposed ComLog unit will be configured with the capabilities to accomplish both of these tasks. With respect to user interaction with the recorder, over the past eight (8) years, much training has been invested to allow users to be able to perform their day-today tasks of searching, reviewing, listening and creating copies of recorded information. This includes an understanding and familiarity with the ComLog software. In addition, ComLog software is also being used at the Dispatch position level for instant playback. A different brand of recorder will require retraining of numerous staff, as well as a possible new procurement for Instant Recall capabilities for radio and telephone systems (which are separate systems). With respect to the ComLog Recorder installed at the EOC, the two ComLog systems are to be configured in a "cross-over" manner whereby each will be configured to work with the other with respect to data (call) retrieval. Users located in either location, using the ComLog User Software, will be able to retrieve information from both locations regardless of which location there are situated. This will not be possible if two different brands of recorders are installed. When staff must be relocated from the Police Department main 911 call center to the EOC, it is important on an operational level that equipment and user interaction with the equipment is as close as possible to normal day-today operations and procedures. With respect to these ComLog recorders and software, this equates to the ability to search and play back calls and incidents, as well as instant recall of active events. Staff has the ability to review calls recorded on the system at the EOC from the main 911 call center, and review calls recorded at the main call center from the EOC. In order to maintain operational compatibility and redundancy with the EOC, the ComLog recorder at the main 911 call center in the Police Department is in need of an upgrade to both hardware and software as this equipment was installed over eight (8) years ago. The ComLog NP192 system is an upgrade to allow the PSCU to be in line with current technology relative to speed, storage capacity and durability, as well as be compatible with newer public safety and technologies and procedures. The proprietary software within the NP192 has also been updated to allow newer hardware to operate efficiently utilizing state of the art components, and is compatible with direct- connect digital circuits and VoIP. The software also has the groundwork for being NG911 compliant once a specification is released by 911 regulatory bodies. The funding for this project is to be reimbursed from the State of Florida E-911 Grant. The effective dates of this program are November 5, 2008 through November 4, 2009. Per the terms of Agreement, if the City does not complete the implementation by the end of the program year, the City will lose the funding. Therefore, in order to avoid the loss of grant funds, which are essential for the E-911 program, the City Commission must take action at the October 14, 2009 meeting. CONCLUSION The Administration recommends that the Mayor and City Commission adopt the attached resolution herein waiving by 5/7ths vote the formal competitive bidding requirements, and approving the issuance of a purchase order to CVDS, Inc., the manufacturer of ComLog equipment, for the purchase and installation of a ComLog NP192 digital voice recorder for the Public Safety Communications Unit E911 telephone answering equipment in the amount of $28,136.00. T:\AGENDA\2009\Oct14\Consent\ComLog W aiverMemo.d 117 boulevard Brunswick Polnte-Claire, OuAbec H9F1 5N2 City of Miami Beach Procurement Division ] 700 Convention Center Drive Miami Beach, FL 33139 Attention: Pamela Leja-Katsaris ComLog October 1, 2009 To continue my letter dated September 10, 2009, I would like to take this opportunity to bring to your attention that the ComLog system currently being used by the Miami Beach Police department was designed by and is manufactured by our company CVDS Inc. We are the sole manufacturer of this ComLog "system" that includes both hardware components (including a custom chassis and highly specialized application specific interfacing modules), as well as a custom software suite that interfaces with the department's personnel on daily basis. The proposed upgrade of the ComLog equipment will be transparent to the users thus not affecting their day-to-day activities, while at the same time allowing them to take advantage of the latest technological advancements and greater speed of the system. If you have any questions, or would like further explanations, please do not hesitate to contact me by telephone or by a-mail. Sincerely, Brian Berkovifs, B.Eng. VP Marketing and Sales CVDS Inc. 514-426-7879 ext. 223 brianb@cvds.com 117 boulevard Brunswick Pointe-Claire, ouAbec H9R 5N2 City of Miami Beach Procurement Division 1700 Convention Center Drive Miami Beach, FL 33139 Attention: Kenneth Patterson /Pamela Leja-Katsaris ComLog September l0, 2009 As a follow up to our recent conversation regarding the Police Department's request to upgrade their existing ComLog Recording system, please accept the following discussion. Back round Two ComLog recorders are currently operational within the Miami Beach Police communications department. The main recorder is located at 1 I00 Washington Ave. (Model DLS2420 installed 2001) while the other at the Emergency Operations Center (EOC) (Model NP72 installed 2009). These two recorders operate in tandem with the each other. In fact, the two recorders provide a level of redundancy for the overall recording "system". In addition to certain channels being monitored and recorded at both locations, the recorders are cross connected whereby users at either location are able to access the recorder at the other -all within the same ComLog Reproducer software application (with a single log-in). In addition, if and when the staff must be relocated to the EOC, it is imperative on an operational level, that equipment and especially the user interaction with the equipment is as close as possible to normal day-to-day operations and procedures. Specifically, with respect to the recorders, this translates to all search and playback of calls and incidents as well as the instant recall of active events. After a relocation to the EOC is completed whereby staff returns to the main site, users maintain-the-ability.to review.callsGhatwerexecorded on the ComLog system located at the EOC even though physically back at the main location. This is also true for calls recorded at the main location to be reviewed and played back while located at the EOC. S stem Upgrade The requirement outlined in CVDS RFQ2378 for the ComLog NP192 equipment is considered as an upgrade to the existing ComLog recorder located at 1100 Washington Ave. which was originally purchased in May 2001. The reasons for this upgrade relate to both hardware as well as software -while maintaining operational compatibility and redundancy with the EOC. The hardware is being refreshed to be in-line with the current state oftechnology with respect speed, storage capacity, and longevity - as well as to be compatibility with newer Public Safety technologies and procedures that have emerged over the past few years such as VoIP (Voice over IP) and the upcoming Next Generation 9l 1 (NG911). The NP 192 is designed with an open architecture allowing it to grow with the quickly changing state of today's technologies. 117 boulevard Brunswick Polnte-Claire, tlu~bec H9R 5N2 ComLog The Software within the NP192 has also been updated to allow the newer hardware to operate efficiently and effectively utilizing state-of--the-art components. The updated software is compatible with both direct-connect digital circuits as well as VoIP, plus has the ground work for being NG911 compliant once a specification is actually released by the 911 regulatory bodies. Over the past few years, features have been added to the NP family of ComLog recorders allowing greater flexibilities in all aspects of day-to-day operation of the system -including configuration, storage, networking, time synchronization, input compatibilities, noise immunity, maintenance, trouble shooting, as well as other advance features. If you have any questions, or would like further explanations, please do not hesitate to contact me by telephone or by e-mail. Sincerely, Brian Berkovits, B.Eng. VP Marketing and Sales CVDS Inc. 514-426-7879 ext. 223 brianb@cvds.com ComLogT M NP192 192 CHANNEL DIGITAL VOICE RECORDER ComLog NP192* ~:.~ ----____ ~_~- ~, .~. ~;ri~ ~~ Atk~oe/ ~ ~ .o-, n srurigv ~~' ~ (.l.III'~~I I;.'I II r .~ ~~~ ~ s~aa l~ill(~~ uu~~~ii~a ~~ ~{ ~ Ikl ~ _ h ~i~.f~~uu~~ . '~.' ('Optional integrated touch screen and speakers shown) Digital Voice Recording ^ Up to 192 channel recording capability ^ Variable combinations of analog and digital line interfaces ^ Up to 75,000 channel-hours of audio recording capacity on integrated local hat~t-drive ^ Playback audio over a LAN at remote workstations Flexiblilty ^ Archive to a RAID-5 device for improved data integrity and redundancy storage ^ Space saving integrated high definition touch screen and speakers ^ Wide range of interfaces to accommodate various inputs such as radio lines, telephone lines, ANI/ALI, time sources, networks, etc. Tons of Features ^ Audible and visual status alarms alert operators to potential system problems ^ All calls are date and time stamped for easy search and retrieval OVERVIEW The ComLog NP192 is a server based digital voice recorder with an optional built-in touch screen and speakers providing a fully integrated recording and playback solution. The NP192 allows for the capturing and archiving of up to 192 analog or digital channels on a 24 hours per day, 365 days per year basis. The captured data is simultaneously archived on an integrated hard drive for quick playback and retrieval of recorded audio. Recorded audio can also be archived to DVD-RAM media or to a direct connect device for permanent and safe data storage. The ComLog NP192 comes optionally equipped with an integrated touch screen and speakers to facilitate playback of audio data stored on the ComLog NP192 directly from the server rack. This space saving design eliminates the need to have an independent workstation dedicated solely fo audio playback. Consequently, the NP192 is an ideal solution for environments where laboratory space is at a premium. APPLICATIONS The versatility and scalability of the ComLog recorder series permits the ComLog NP192 to adapt to a wide range of mission critical applications where data integrity, quality and reliability are essential. • Public Safety • Call Center Management . Corporate Security • Campus Security • Air Traffic Control © 2007 Copyright CVDS Inc. "CVDS", "ComLog", and logos are trademarks o/CVDS Inc. ComLog~ NP192 192 CHANNEL DIGITAL VOICE RECORDER SPECIFICATIONS ^ Telephone/Radio Interface - 2 wire analog, 4 wire analog ^ Digital Interface - ISDN (BRI, PRI), T1, PBX, VoIP ^ Record Activation - VOX, Hook-switch, Contact Closure ^ VOX Start Time • 8ms ^ VOX Holdover Time 1 to 60 seconds, Adjustable per channel ^ VOX Threshold - Adjustable per channel, -70dBm to -10dBm ^ Operating Temperature - 0 - 50 °C ^ Humidity - 10 - 80% (non-cond.) ^ Signal to Noise Ratio or Idle Channel Noise - > 70dB, C message weighting ^ Frequency Response - 300 - 3400 Hz • Compression - 12 - 128Kps, user selectable per channel ^ Input Sensitivity Variable from -60dBm to +10dBm ^ Gain Adjustment - Variable from -1046 to +20dB ^ Agency Approvals - CSA, UL, FCC Part 68, FCC Part 15 Class A, CS03, TBR 21, CE ^ External Time Synchronization - NTP, NetClock®', TRIG-B, SNTP/NTP ^ Instant Message Retrieval < 0.5 seconds ^ Power Supply - 110/220 VAC < 330 Watts, Single or redundant hot-swap 1~ t1~ ^ ~ ~ - _- J1TC -YUL - S,STANDBY ~JAD AM-B00 ~ ~--®STANDBY , 4xsan~ ~,~ sraiaDSV ~ 4..~ r^enma 7 STANDBY a S ~ ~ _ "°"' i q FEATURES ^ Internal Storage Buffer - 16,000 to 75,000 + ch-hrs :~.~ - , ~~ ~;~ ~~ .. ~' n.r.me A I.x. •_r~- - I'I~'~I'f~" i I'- --- ~Ir ~ '~~ F ^ Archive Storage - External DVD-RAM, External network hard drive, RAID-5 ^ Instant Recall -Using full online buffer • Search Criteria - Time, Date, Channels, DTMF, CLID, ANI, ALI ^ Channel Activity Indicator ^ Channel Under/Over Activity Alarm ^ Simultaneous Remote Users - 64 remote users via network • Playback Features - Voice over network, up to 20 channels simultaneous playback, Audio copies, Variable speed pitch correction, Skip over silence, Auto Next, Loop, Playlists, Mix, Pan, AGC ^ AGC -Selectable at playback time ^ Diagnostics - Auto-email status notification ^ Automatic Daylight Savings Adjust ^ Channel Mixing or Playback - Up to 20 channels ^ Record "Beeps"- Selectable, per channel ^ Multi-Server Expandable -Unlimited ^ Type of Security - Multi-user passwords, Individual user ^ Types of Alarms - privileges & channel rights 5 levels, major and minor with or without audible, informational, external dry control, ^ Capture of Events - remote alarm box DTMF, CLID, ANI, ALI • Remote Access ^ 1 Year Warranty 'NetClock is a registered trademark of Spectracom Corporation in the United States and other countries # -;1