HomeMy WebLinkAboutSole source purchase of a digital voice recording and transc Council/Agency Meeting Held:
,
Deferred/Continued to:
App ved ❑ Conditionally Approved ❑ Denied Gt ClerWs Sign ture
Council Meeting Date: 3/16/2009 Department ID Number: PD-09-007
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUPPIL MEMBERS
SUBMITTED BY: FRED A. WILSON, CITY ADMINISTR
PREPARED BY: KENNETH W. SMALL, CHIEF OF PO E
SUBJECT: Approve a Sole Source Purchase of a Digital Voice Recording System
from Versatile Information Products, Inc.
Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue:
The Police Department is asking the City Council to waive the formal bidding requirement per
Municipal Code Section 3.02.080(b) (4), Sole Source Goods and Services exemption, and
authorize the purchase of a digital voice recording and transcription system from Versatile
Information Products, Inc. in the amount of$170,974.71.
Funding Source:
State Law Enforcement Services Fund (SLESF) grant award appropriated in Business Unit #
92070101 and Object Code #83700. The City Council approved to accept these grant
monies at the September 15, 2008, Council Meeting and authorized the Chief of Police to
expend this grant award, plus any accrued interest, on patrol related equipment.
Recommended Action: Motion to:
1. Waive the formal bidding requirement per Municipal Code Section 3.02.080(b) (4),
Sole Source Goods and Services exemption, and
2.' Authorize the purchase of a digital voice recording and transcription system from
Versatile Information Products, Inc., using funding from the State Law
Enforcement Services Fund grant award.
Alternative Action(s):
Do not waive the formal bidding requirements nor authorize this purchase and direct staff
accordingly.
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 3/16/2009 DEPARTMENT ID NUMBER: PD-09-007
Analysis:
On September 15, 2008, the Huntington Beach City Council approved acceptance of grant
monies from the State Supplemental Law Enforcement Services Fund (SLESF). City Council
also authorized the Chief of Police to expend the approximate $350,000 grant award, plus
accrued interest, on patrol related equipment. (Attachment 1). Also attached for review is
the County of Orange Supplemental Law Enforcement Oversight Committee Expenditure
Intent Form FY 2008/09, showing how the SLESF grant award will be spent. (Attachment 2).
Although City Council has already given approval to spend the SLESF grant award, City
Council approval is needed for this request because the purchase cost is over $50,000 and
the Police Department is seeking to sole source the purchase. The Sole Source Justification
document is attached. (Attachment 3).
Digital recording technology is a valuable tool that officers can use to record suspect
statements, witness interviews and noteworthy encounters with members of the public during
law enforcement contacts. The ability to record official encounters can have a significant
positive impact on criminal and administrative investigations. Digital recorders also have the
capability to be used for the dictation of crime and incident reports. Approximately 25% of all
crime reports taken are currently transcribed by officers. The implementation of this
technology will increase officer effectiveness and efficiency.
The Police Department believes the Versatile Information Product, Inc., Puma and Fusion
applications meet its digital recording needs and are the best available recording products.
The Puma Management Application is software that allows for the storage, management and
distribution of audio files. The software offers an easy to use download interface along with
an in-depth audit trail of accounts or individual audio files. It allows for searching and
retrieval of recordings. The Fusion Voice, Text and Speech application is a comprehensive
centralized dictation system. Versatile Information Products, Inc. is the only authorized
vendor to sell and support the Fusion application here in California. Versatile Information
Products, Inc. is the producer and sole vendor of the PUMA software component.
San Bernardino Police Department and Buena Park Police Department are using the
Versatile Information Product, Inc., applications and are pleased with the products. Products
from several other vendors were considered and field tested. However, no other products
met required specifications or had the capabilities of the Versatile Information Products, Inc.
PUMA and FUSION applications.
The purchase includes 246 Olympus DS-5000 digital recording devices, including custom
leather holsters, USB cables, docking stations, AC adapters, media cards, batteries and
microphones; Puma Management System software and licenses; ten Fusion licensing
packages and transcription kits. The price also includes installation, configuration, testing
and training days, and one year service contracts. The Olympus digital recorder has been
designed to be used in conjunction with Versatile Information Products, Inc. software
management systems.
-2- 2/17/2009 8:24 AM
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 3/16/2009 DEPARTMENT ID NUMBER: PD-09-007
Strategic Plan Goal:
The purchase supports the City Services Strategic Plan Goal. That is to provide public
services with the highest professional standards to meet community expectations and needs,
assuring the City is sufficiently staffed and equipped overall.
Environmental Status: Not Applicable
Attachment(s):
City Clerk's
. - NumberDescription
1. RCA from City Council Meeting September 15, 2008
2. Supplemental Law Enforcement Oversight Committee Expenditure
Intent Form FY 2008/09
3. Sole-Source Justification
-3- 2/17/2009 8:24 AM
ATTACHMENT # 1
i
7, �J-Wc=U-y
Council/Agency Meeting Held: T—
Deferred/Continued to:
gApp ve ❑ Conditionally Approved ❑ Denied , d&(f1e_rK,,6 Signa e
Council Meeting Date: 9/15/2008 Department ID Number: PD-08-012
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL ME
SUBMITTED BY: PAUL EMERY, ACTING CITY ADMINISTRATOR
PREPARED BY: KENNETH W. SMALL, CHIEF OF POLICE
SUBJECT: Approve Expenditure of Supplemental Law Enforcement Services
(SLESF) Grant for Fiscal Year 2008-2009
Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue:
The State Legislature has authorized supplemental funding for front line law enforcement for
FY 2008-2009 which includes a significant appropriation from the State Supplemental Law
Enforcement Services Fund (SLESF)for distribution to cities and counties. SLESF is a state
.program earmarked in the state budget. The sheriff's department submits one .
application/report (on behalf,of 36 agencies)to the state auditor-controller's office every year.
The state then sends the money to the county auditor-controller who in turn will send checks
to the cities. The guidelines and "rules" are set forth in Government Code section 30061-
30065. This program can support jails, criminal prosecution and front-line law enforcement
operations and services. Although we do not know the exact amount yet, the County
estimates the City of Huntington Beach will receive approximately $350,000 for FY 2008-
2009.
Funding Source:
No match will be required for this grant.
Recommended Action: Motion to:
i
1 1. Accept the estimated grant award of$350,000 from the County of Orange SLESF for
1
funding cycle year 2008-2009, and
2. Establish a separate business unit for this funding, and
3. Authorize the Chief of Police to expend the approximate $350,000 grant award, plus
any accrued interest, and /
ATTAC H M E N T #2
j
5 or � SUPPLEMENTAL LAW
O�lIFOR��Q ENFORCEMENT OVERSIGHT COMMITTEE
Expenditure Intent Form
Dui Y ° FY 2008/09
This form is to be completed and returned to the Oversight Committee by .
July 25, 2008. Describe all SLESF intended expenditures for FY08/09.
This information will be reviewed and any questionable expenditures will be
brought to your attention. Upon confirmation of your proposed expenditures,
you are required to obtain City Council or Board of Supervisor approval
using the attached purple form.
City Agency: Huntington Beach Police Department
Contact Name and Phone M Mindy James 714-536-5425
E-mail: miames@hbpd.org
Address: 2000 Main Street, Huntington Beach, CA 92648
Description:
Digital Audio Recording/Transcription System for Officer Contacts and Reports $175,000
Tactical High Power Flashlights for First Responders $40,000
Helmets for PD Air Support Officers and Pilots $11,000
'Buoyancy Vests for Air Support Officers and Pilots- $11.000
i
i
Ballistic Trauma Plates for SWAT Vests $13,500
New Commercial Traffic Enforcement Vehilce $70,000
Inflatable Boat and Motor for Harbor Security/SWAT Operations $15,500 n
Emergency Transponders for Police Helicopters $10,000 �I
Total $346,000
ATTACHMENT #3-----,,
CITE OF HUNTINGTN BEACH
Sole-Source Justification
(For use on all goods and services acquisitions.)
This justification document consists of two(2)pages. All information must be provided and all questions must be answered. The"Required
Approvals"section must include a date for each signature,as appropriate for the transaction.
Requesting Department Information
Date: December 18, 2008
Requestor Name: Denise M. Robsel - Recs Manager Division Manager: Charles F. Thomas, Captain
(Type names. Do not sign.)
Department: Police Department Head: Kenneth W. Small, Chief of Police
(Type names. Do not sign. Must be same as signature below.)
Department Contact Information
Contact Name: Denise M. Robsel Street Address: 2000 Main Street
Huntington Beach, CA 92648
Telephone: (714) 536-5656
Fax: (714) 375-5167 Shipping Address: 2000 Main Street
Huntington Beach, CA 92648
Cellular phone: (714)425-1146
Required Contact Information
Contractor/Supplier Name: Versatile Information Products, Inc.
Contractor/Supplier Address: 3630 Park Sierra Drive
Contractor/Supplier City/State/Zip: Riverside, CA 92505
Original Contract Amount:* Amendment Amount:* (if applicable) New Contract Amount:
$170,974.71 $30,000 $200,974.71
('Includes original contract and previously ('Includes original contract and all amendments,
approved amendments) ("Current amendment only) including current amendment
Provide a brief description of the acquisition, including all goods and/or services the contractor willprovide:
Versatile Information Products, Inc. will supply 246 Olympus DS-5000 digital recording devices, including custom leather
holsters, USB cables, docking stations, AC adapters, media cards, batteries, and microphones. PUMA Management
System software and licenses. 10 FUSION licensing packages and transcription kits. This price also includes
installation, configuration, testing and training days, and 1 year service contracts.
The $30,000 identified as "Amendment Amount' is the estimated cost of two (2) servers to run both the PUMA and
FUSION applications. This will ensure that Word Processing never goes down due to software upgrades, searches, etc.
This price also includes the Windows 2003 Standard and four(4)SQL processors.
Contract Type and Term
Contract Type: Contract Term: What account number will be used to purchase?
Select One: ❑ Goods Begin: At purchase Business Unit: 92070101
❑ Service
® Goods&Services End: One year Object Code: 83700
Require Approvals
�partment Head C ntral Sen/ a Manage Director of Finance Dep City Administrator
Approved ❑Denied Approve I ❑.Appro ❑ Denied A d ❑ Denied
5
—° Signature/Date Sig0ture/'ate Sig atyre/Date J Si a re/Date
2_ v �.I (Transactions exceeding$50,000
must be approved by council
1
CITY OF HUNTINGTON BEACH
Sole Source Justification
✓ (For use on all goods and services acquisitions.)
Complete responses must be provided for all of the following items.
A. THE GOOD/SERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED
BELOW:
1. Why is the acquisition restricted to this goods/services/supplier?
(Explain why the acquisition cannot be competitively bid.)
Versatile Information Products, Inc. is the producer and sole vendor of the PUMA software component.
Versatile Information Products, Inc. is the only authorized vendor to sell and support the FUSION Voice,
Text and Speech applications here in California. The Olympus digital recorder has been designed to be
used in conjuction with Versatile Information Products, Inc. software management systems.
2. Provide the background of events leading to this acquisition.
The Police Department wants to issue digital recorders to each officer to record suspect statements,
witness interviews and noteworthy encounters with members of the public during law enforcement
contacts. The ability to record official encounters has a significant impact on successful criminal
prosecutions and can reduce the amount of time needed to investigate personnel complaints, resulting in
a successful adjudication.
These recorders also have the capability to be used for the dictation of crime and incident reports. Thus
allowing those officers who routinely dictate their reports to carry only one recording device. About 25%
of all crime reports taken are dictated and transcribed.
3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?).
When researching the various systems available, it became apparent that several features would be
required in any product chosen. The first requirment being that the recorder does not allow editing,
which ensures recordings cannot be appended should they be needed as evidence in future court
proceedings or for personnel investigations.
The devices need to be housed in a rugged case to eliminate accidental erasures when dropped or
impacted.
The amount of available recording hours is important. These devices allow for a minimum of 40 hours of
recording time.
A centralized software system is needed for the management and cataloging of the recordings that are
downloaded to the server. This product uses patented software to accomplish this. This product also
automatically stamps the date, time, officer name and ID Number on the digital recordings. Officers can
then add the case number and other notes as needed.
All data fields can be searched for and then retrieved, which is not possible under our current system.
Copies of these recordings can be made on floppy disks, conventional analog tape or even e-mailed to a
requestor as needed or required.
2
CITY OF HUNTINGT N BEACH
Sole Source Justification
"r (For use on all goods and services acquisitions.)
4. What are the consequences of not purchasing the goods/services or contracting with the proposed
supplier?
The only product that met all the specifications noted above is the Versatile Information Products, Inc.,
PUMA software application.
If these devices are not purchased, not all officers will be carrying recording devices. Those officers will
be unable to memorialize noteworthy law enforcement contacts. Contacts which can lead to personnel
complaints and City liability.
Without these devices and the FUSION component, officers will continue to dictate crime reports using
inexpensive micro cassette recorders. These recorders have several limitations. These recorders use
micro cassettee tapes, with a limited recording capacity of only 30 minutes on each side. There is no
warning when officers reach the end of the tape. Often times valuable information can go unrecorded.
There is currently, no way to store these dictations and tapes are erased after the report has been
transcribed.
5. What market research was conducted to substantiate no competition, including evaluation of other items
considered?
(Provide a narrative of your efforts to identify other similar or appropriate goods/services,including a summary of how the department
concluded that such alternatives are either inappropriate or unavailable. The names and addresses of suppliers contacted and the reasons
for not considering them must be included OR an explanation of why the survey or effort to identify other goods/services was not performed.)
Staff spoke with representatives from San Bernardino Police Department and Buena Park Police
Department who are already using the Versatile Information Product components. A site visit was also
conducted at Whittier Police Department to discuss first hand their use and implementation of these
products.
Staff spoke with and field tested software from a company called "Ten 19 Software"which is owned and
operated by a Downey police officer. The software was basic in nature and did not have the additional
capabilities of PUMA or FUSION. Contat information is David Aldridge, (714) 779-7625.
1 had completed previous research and had discussions with Dictaphone representatives regarding
digital transcription. Traffic personnel also tested several of their devices over extended periods. This
product was not available in a rugged case. The recordings were not secure and non-editable. Their
available recording hours were half of what the Versatile Information Product allows. The Dictaphone
product has some central file management software. I no longer have the Dictaphone representatives
contact information.
Though, we did not look at Phillips and Sony products specifically, Manhattan Beach Police Department
considered these products prior to making their recommendation to purchase from Versatile Information
Products in December 2007. Phillips and Sony products were not secure and non-editable, had low
available recording hours and lacked a central file management component.
3
CITY OF HUNTINGTON BEACH
Sole Source Justification
(For use on all goods and services acquisitions.)
B. PRICE ANALYSIS
1. How was the price offered determined to be fair and reasonable?
(Explain what the basis was for comparison and include cost analyses as applicable.)
No cost analysis was completed. The State Legislature authorized supplemental funding for front line
law enforcement for FY 2008-2009 which included a significant appropriateion from the State
Supplemental Law Enforcement Services Fund (SLESF)for distribution to cities. It will be these funds
that are used to purchase these items. The City Council approved to accept these grant monies at the
September 15, 2008 Council Meeting and authorized the Chief of Police to expend this grant award, plus
any accrued interest, on patrol related equipment.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier.
The only products that meet all the specifications we were looking for in digital recorders and digital
transcription are the PUMA and FUSION products. This equipment is only available from Versatile
Information Products Inc.
The City of Huntington Beach is saving about$171,000.00 by purchasing these products using the SLESF
grant award. There is no match required for this grant.
As stated earlier, the ability of officers to record official encounters has a significant impact on
successful criminal prosecutions and can reduce the amount of time needed to investigate personnel
complaints, resulting in a successful adjudication.
Remit completed form to: City of Huntington Beach-Central Services Division
2000 Main Street, Huntington Beach,CA 92648-2702
4
Page 1 of 1
Griffin, Sharon
From: j.shepard@versatileinformation.com
Sent: Friday, February 20, 2009 8:45 AM
To: j.shepard@versatileinformation.com
Cc: Griffin, Sharon
Subject: Re: Requested Documentation
Attachments: OCPUMAReferencesMasterListwCl.doc; Dealer Authorization_VIP.pdf; sole source Puma.doc
Sorry about, when I do spell check after I add attachements it strips them of l Here you go...
----- Original Message -----
]From:j.shepard@versatileinformation.com
To: sgriffin@surfcity-hb.org
Sent: 2/19/09 7:40 PM
Subject: Requested Documentation
Sharyn,
Here is everything I have for our products. As I mentioned over the phone, VIP is the Nation Wide Distributor and
Developer of the PUMA Management Application. For this reason, all department purchases (see attached reference
list) have been sole source.
Also, Dolby is the developer of FUSION (For clarification purposes).
Please let me know if you have any questions or need additional information.
Thank you,
Josh Shepard
Account Manager
Versatile Information Products, Inc.
3630 Park Sierr a Drive
Riverside, CA 92505
800.794.4044 x103
951.352.4593 fax
j.shepard@versatileinformation.com
w�,,A,,.versatileinfiormation.corn
2/20/2009
FOU &M- oA
User List
Brea Police Department
1 Civic Center Circle
Brea, CA 92821
Lt.Jerry Brakebill
714 990-7625
i errybg_cityofbrea.net
Buena Park Police Department
6650 Beach Boulevard
Buena Park,CA 90622
Simon Mikiewicz
714 562-0201
simong,bppd.com
Costa Mesa Police Department /
99 Fair Drive
Costa Mesa, CA 92628 / 1
949 939-2542
pmyersgci.costa-mesa.ca.us
Fullerton Police Department
237 W. Commonwealth Ave.
Fullerton,CA 92832
Sheila Drew
714 738-6750
sdrew a>fullertonpd.org
Seal Beach Police Department
911 Seal Beach Blvd.
Seal Beach,CA 90740
Michele Hall
562 799-4100 x 1105
mhal 1p_ci.seal-beach.ca.us
Tustin Police Department
300 Centennial Way
Tustin,CA 92780
Jeff Beeler
f
714 573-3308
Westminster Police Dept
8200 Westminster Blvd.
Westminster,CA 92683
Marc Contreras
714 898-3315 x351
marcc ,ci.westminster.ca.us
PUMA News Page 2 of 2
police contacts as well as to take statements from involved parties in criminal
investigations. By obtaining the PUMA Management Software System,the Department
will be able to effectively manage and control the digital audio files in a more secure,
efficient
manner.
Pima County Sheriff's Department,AZ
February 2006- Pima County Sheriff's Department has added the PUMA Digital
recorders to its investigative tool belt.After some extensive research and field testing,
the Sheriff's Department chose the PUMA digital recorder as a replacement for their
traditional cassette recording system. Because it's geared specifically for law
enforcement needs,their new recorders will provide more recording time(up to 32
hrs),superior sound quality and trial acceptable digital files.The Department is
currently in the process of providing digital recorders for all commissioned members.
Costa Mesa Police Department.CA ,- � �
-76
September 2003-Costa Mesa Police Department has taken a significant step to
improve law enforcement activities by issuing PUMA Digital Recorders to be used by
field officers to capture unbiased audio conversation related to citizen contacts.
Puma Digital Recorders and the Costa Mesa Police Department have join forces now for
over three and continue to help protect and serve the community.
Read More
The Leader in Voice Recording Solutions
http://www.versatileinformation.com/puma_news.htm 2/19/2009
OLYMPUS
5/8/07
To whom it may concern,
Versatile Information Products will be the sole source of the Olympus Puma II Police Special
voice recorder.
If you have any questions please feel free to contact me.
Steve Ball
Olympus Imaging Inc
3500 Corporate Parkway
Center Valley, Pa 18034
Cell 646-808-7876
Fax 845-928-4842
www.olympusamerica.com
OLYMPUS AMERICA INC.
TWO CORPORATE CENTER DRIVE,MELVILLE,NEW YORK 11747-3157
TELEPHONE (631)844-5000
Sipe 1914 OW Doibey Systems,Inc.
7260 Auburn Road
_ Concord,Ohre 44077
November 17, 2008
RE: DOLBEY AUTHORIZED RESELLER STATUS
To Whom It May Concern:
Versatile Information Products is a long standing authorized representative of Dolbey products and
services for the states of California, Arizona, New Mexico and Alaska. They have the sales and
service certifications to sell and support our flagship FUSION Voice, Text and Speech applications.
If you have any questions, contact me at(800)878-7828 x154 or by email at mmiller(CDdolbey.com.
Sincerely,
DOLBEY SYSTEMS, INC.
Michael S. Miller
Vice President, Channel Sales
Phone: 800.878-7828 Fax: 440-392-9901 www.dolbey.com
RCA ROUTING SHEET
INITIATING DEPARTMENT: Police Departmenta��s� ',��
SUBJECT: Approval to Seek Sole Source Pur�ha '
COUNCIL MEETING DATE: March , 2009
RCA ATTACHMENTS STATUS
Ordinance (w/exhibits & legislative draft if applicable) Attached ❑
Not Applicable Es
Resolution (w/exhibits & legislative draft if applicable) Attached ❑
Not Applicable IR
Tract Map, Location Map and/or other Exhibits Attached ❑
Not Applicable R
Contract/Agreement (w/exhibits if applicable) Attached ❑
(Signed in full by the City Attorney Not Applicable
Subleases, Third Party Agreements, etc. Attached ❑
(Approved as to form by City Attorney) Not Applicable lid
Certificates of Insurance (Approved by the City Attorney) Attached ❑
Not Applicable R
Fiscal Impact Statement (Unbudgeted, over $5,000) Attached ❑
Not Applicable
Bonds (If applicable) Attached ❑
Not Applicable FYI
Staff Report (If applicable) Attt A edNopucable El
Commission, Board or Committee Report (If applicable) Attached ❑
Not Applicable
Findings/Conditions for Approval and/or Denial Attached ❑
Not Applicable
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED REJ UP*ED FOR ) DED
Administrative Staff
Deputy City Administrator Initial
City Administrator Initial
City Clerk
PLAN TON FOR RETURN OF ITEM:
11f / , 6�
a a e
RCA Author: ,