RECOMMENDATION TO APPROVE PURCHASE OF DICTAPHONE

NETWORK GUARDIAN DIGITAL RECORDING SYSTEM FOR THE POLICE AND FIRE COMMUNICATIONS CENTER

Recommended Action:

1. Approve the purchase of a new digital recording system for the police and fire

communications center from the Dictaphone Corporation.

2. Waive formal bid process per HBMC 3.12.140 and approve contract purchase based upon the State of California Multiple Award Schedule with the Dictaphone Corporation. Contract number: 3-96-58-0020B.

Background:

The police and fire communications center currently uses a reel to reel recording system for all police and fire radio communications traffic. These transmissions along with the phone transmissions that come into the center on the 911 system are recorded on a 24 hours a day, 7 days a week basis. These taped transmissions are kept for 100 days and are routinely subpoenaed for court.

The current recording system (made by the Dictaphone Corporation) is approximately 10 years old and uses reel to reel tapes. These tapes are very bulky to store and expensive to replace. The tapes last approximately 18 to 24 months before they are replaced. The recording system is based upon analog technology and the 3M Corporation which produces these reel to reel tapes will stop production in approximately one more year since the technology is moving to a digital format. The current recording machine is old and the quality of the recordings is deteriorating.

Analysis:

Staff has considered different types of recording machines. Staff felt that the purchase of a new digital recording machine from the Dictaphone Corporation would provide us with a state of the art recording device. The new machine is not much larger than a VCR (the current machine stands 6 feet tall) and uses digital tapes (about the size of a regular cassette tape) which can record approximately 10 days of transmissions. The capability of this new recording machine will be much greater than the current Dictaphone machine.

The Dictaphone Corporation is a world leader in this technology and the City has enjoyed an outstanding relationship with Dictaphone which has maintained our current recording machine for the past 10 years. The Dictaphone Corporation has an established contract with the State of California and offers a significant discount on the purchase of a recording machine through this contract. Staff not only has confidence in the quality of the equipment produced by Dictaphone but their maintenance service and support is excellent.

Fiscal Impact:

An additional amount of $30,767 has been approved by Council at the mid-year budget review to purchase this recording system. This money comes from the Asset Forfeiture Fund and does not impact the General Fund. This amount includes tax and a 10% contingency fund.