HomeMy WebLinkAboutR-03-0650J-03-48/"
06/02/03
RESOLUTION NO. 03— 650
A RESOLUTION OF THE MIAMI CITY COMMISSION, BY
A 4/5Txs AFFIRMATIVE VOTE, AFTER AN ADVERTISED
PUBLIC HEARING, RATIFYING, APPROVING AND
CONFIRMING THE CITY MANAGER'S FINDING OF SOLE
SOURCE; WAIVING THE REQUIREMENTS FOR
COMPETITIVE SEALED BIDDING PROCEDURES, AND
APPROVING THE ACQUISITION AND INSTALLATION OF
FREEDOM CALL RECORDING AND ARCHIVING SYSTEM,
FROM DICTAPHONE CORPORATION FOR THE
DEPARTMENT OF POLICE, IN AN AMOUNT NOT TO
EXCEED $850,000; ALLOCATING FUNDS FROM THE
E-911 OPERATING BUDGET, ACCOUNT CODE
NO. 196002.290461.6.840.
BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI,
FLORIDA:
Section 1. By a four-fifths (4/5t''s) affirmative vote,
after an advertised public hearing, the City Manager's finding of
sole source is ratified, approved, and confirmed, the
requirements for competitive bidding procedures are waived, and
the purchase and installation of the Freedom Call Recording and
Archiving System, from the Dictaphone Corporation, sole
manufacturer and distributor for this acquisition, is approved,
for the Department of Police, in an amount not to exceed
$850,000, with funds allocated from the E-911 Operating Budget,
Account Code No. 196002.290461.6.840.
CITY COMMISSION
MEETINAG OF
J U N 1 2 2003
Resolution No.
03- 650
Section 2. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.!'
PASSED AND ADOPTED this 12th day of June
ATTEST:
PRISCILLA . THOMPSON
CITY CLERK
2003.
APPROVED AS T�RM ACORRECTNESS&11-
ffLE RO VILARELLO
C ATTORNEY
W7267:tr:AS:BSS
�i If the Mayor does not sign this Resolution, it shall become
effective at the end of ten calendar days from the date it was
passed and adopted. If the Mayor vetoes this Resolution, it
shall become effective immediately upon override of the veto by
the City Commission.
Page 2 of 2
63- 650
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
The Honorable Ma Membe
TO:
ole City CO ssion ` 1
CJ
FROM: J e Arriola
hieI Administrator/City Manager
RECOM RNDATION
DATE: JUN - 3=FILE:
LEG 7-2
SUBJECT: Resolution Authorizing the
Sole Source Purchase of the
Freedom Call Recording and
REFERENCES: Archiving System
ENCLOSURES:
It is respectfully recommended that the City Commission waive the necessity of competitive bids
and approve the attached Resolution for the sole source purchase and installation of a Freedom
Call Recording and Archiving System from Dictaphone Corporation, a non-local/non-minority
vendor, located at 3191 Broadbridge Avenue, Stratford, CT 06614-2559, for the Department of
Police, in an amount not to exceed $850,000.
Funding is available from the E-911 Operating Budget, Account Code No.
196002.290461.6.840.
BACKGROUND
The recording system currently utilized in the 911 Communications Center was purchased in the
first quarter of 1996. This equipment records 911 telephone traffic in and out of the call center,
police and fire transmissions, and other departmental telephone lines, as requested. The recorders
are in continuous operation, 24 hours, 7 days a week, and have become less reliable requiring
frequent maintenance.
The Freedom Call Recording and Archiving System, as offered by the Dictaphone Corporation, is
the only system capable of providing a totally integrated system for recording digital and analog
telephone, radio audio, trunked radio control channel data, and console audio within the same
recording chassis. The system will be built on a network -based architecture, which will provide
connectivity to the Police Department's internet allowing designated personnel access from a
desktop. All recording may be automatically archived to DVD's for long-term storage, if desired.
03- 650
The Honorable Mayor and Members
of the City Commission
Page 2
Sole Source Purchase of the
Freedom Call Recording and
Archiving System
Recording of 911 calls, radio transmissions and selected telephone lines is desirable and mandated
in some instances. This system will provide a total recording package. The following are some of
the features:
• Recording of all radio traffic in all talk -groups
• Recording of all 911 trunks and positions
• Recording retrieval at the desk top
• Search of recording information by:
o Phone number of 911 caller
o Radio identification number
o Talk -group identification number
o Call taker position
0 911 Trunk
o Telephone line
o Date and time of incident
The Freedom Call Recording and Archiving System will be installed at two locations, the Police
Department 911 Communications Center at 400 N.W. 2 Avenue, and the proposed Fire
Department Dispatch Center at 3425 Jefferson Street. This will provide redundancy and recording
capability for Police and Fire service when either is operating in their backup mode.
Additionally, this system, if installed as requested, will provide a savings of approximately $80,000
in the radio system upgrade currently in progress.
Dictaphone Corporation is the sole source provider of this product, and is the only recording
vendor that engineers, manufacturers, sells and services its own product.
FISCAL EWPACT: None, funded by the E911 Operating Budget.
03- R',z
AGENDA BRIEFING FORM
Agenda Date: 6/12/03 Department/Division: Police
Item No:
Department Contact Name/Number: Lourdes Rodriguez 579-6413
Staff Meeting Date:
Agenda Office Received: May 16, 2003
Summary/Description of Purchase: Freedom Call Recording and Archiving System.
Sole Source No. Description: 02-03-156
The Department of Police has a need for Freedom call Recording and Archiving System.
Contract Period Single Purchase OTR:
No. of Bidders Notified/MINBE Status:
N/A
No. of Bids Receive/MWBE Status:
N/A
Total Value of Award/Contract (including value associated with potential OTR):
Award/Contract Value
$850,000
$850,000
63- 650
Type of Item:
Source of Item: Recommended Vendor(s)
Dictaphone Corporation
❑
Resolution
ElCommission
Directive
❑
Ordinance
❑
Normal Purchase
N
Sole Source
N
Contract Item
❑
Emergency Ratification
Discussion Item
❑
Public Hearing Item
Contract Period Single Purchase OTR:
No. of Bidders Notified/MINBE Status:
N/A
No. of Bids Receive/MWBE Status:
N/A
Total Value of Award/Contract (including value associated with potential OTR):
Award/Contract Value
$850,000
$850,000
63- 650
Budgetary Impact Analysis
1. Department Police Division
2. Agenda Item # (f available)
3. Title and brief description of legislation or attach ordinance/resolution:
A Resolution of the Miami City Commission ratifying the City Manager's finding of a sole
source, waiving the requirements for competitive bids thereby approving the purchase and
installation of the Freedom Call Recording and Archiving System from Dictaphone
Corporation, in an not to exceed $850,000.
4. Is this item related to revenue? NO: XXX YES (If yes, skip to item #7.)
5. Are there sufficient funds in Line Item?
YES: Index Code Minor Obj. Code Amount $850,000
NO: Complete the following questions:
OTHER: E-911 Operating Budget, Account Code No. 196002.290461.6.885010
6. Source of funds: Amount budgeted in the Line Item $
Balance in Line Item $
Amount needed in the Line Item $
Suffcient funds will be transferred from the fhUnwino line itPmc-
ACTION ACCOUNT NUMBER
ACCOUNT NAME TOTAL
Index/Minor Ob'ecVPro'ect No.
From
$
From
$
From
$
To
$
7. Any additional comments?
Approved by:
03- 650
TO: Joe Arriola
Chief Administrator/City Manager
FROM :nefMcutent
rcDirector
Officer
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE: May 8, 2003 FILE:
SUBJECT: Acquisition of Freedom Call
Recording and Archiving System
REFERENCES:
ENCLOSURES:
An investigation was conducted by staff to determine whether Dictaphone Corporation, located at 3191
Broadbridge Avenue, Stratford, CT 06614-2559, is the sole source service provider for the procurement and
installation of a Freedom Call Recording and Archiving System, for the Department of Police.
The recording system currently utilized in the 911 Communications Center was purchased in the first quarter
of 1996. This equipment records 911 telephone traffic in and out of the call center, police and fire
transmissions, and other departmental telephone lines, as requested. The recorders are in continuous
operation, 24 hours, 7 days a week, and have become less reliable requiring frequent maintenance.
The Freedom Call Recording and Archiving System is the only system capable of providing a totally
integrated system for recording digital and analog telephone, radio audio, trunked radio control channel data,
and console audio within the same recording chassis. The system will be built on a network -based
architecture, which will provide connectivity to the Police Department's Internet allowing designated
personnel access from a desktop. The Freedom Call Recording and Archiving System will be installed at
two locations, the Police Department 911 Communications Center at 400 N.W. 2 Avenue, and the proposed
Fire Department Dispatch Center at 3425 Jefferson Street. This system will provide redundancy and
recording capability for both Police and Fire service when either is operating in their backup mode.
Recording of 911 calls, radio transmissions and selected telephone lines is desirable and mandated in some
instances. This system will provide a total recording package, and includes some of the following features:
(1) Records all radio traffic in all talk -groups; (2) Records all 911 trunks and positions, etc. Additionally,
this system, if installed as requested, will provide a savings of approximately $80,000 in the radio system
upgrade currently in progress.
According to the Dictaphone Corporation, it is a sole source provider for their products. Further, it is the
only recording vendor that engineers, manufactures, sells and services its own product line of equipment.
Accordingly, I am recommending that the requirements for formal competitive sealed bidding be waived,
and these findings be approved: Dictaphone Corporation, located at 3191 Broadbridge Avenue, Stratford,
CT 06614-2559, is the sole source service provider for the rocurement and installation of a Freedom Call
Recording and Archiving System, in a tootaj,am unt not to x�eed $850,000. Funding is available from the E-
911 Operating Budget, Account Code N . 196002:2904 .6.$40.
l
aAeDATE:
APPROVED BY• (Joe �rriola
Manager
JAa2&VGMTEB
03- 650
CITY OF MIAMI, FLORIDA
D
INTER -OFFICE MEMORANDUM
TO: Glenn Marcos, Director
Chief Procurement Officer
r.�
FROM :
�����o
Pamela Burns, CPPB
Sr. Procurement Contracts Officer
DATE: May 8, 2003 FILE
SUBJECT: Acquisition of Freedom Call
Recording and Archiving System
REFERENCES:
ENCLOSURES:
I conducted an investigation to determine whether Dictaphone Corporation, located at 3191 Broadbridge
Avenue, Stratford, CT 06614-2559, is the sole source service provider for the procurement and installation
of a Freedom Call Recording and Archiving System, for the Department of Police.
The recording system currently utilized in the 911 Communications Center was purchased in the first quarter
of 1996. This equipment records 911 telephone traffic in and out of the call center, police and fire
transmissions, and other departmental telephone lines, as requested. The recorders are in continuous
operation, 24 hours, 7 days a week, and have become less reliable requiring frequent maintenance.
The Freedom Call Recording and Archiving System is the only system capable of providing a totally
integrated system for recording digital and analog telephone, radio audio, trunked radio control channel data,
and console audio within the same recording chassis. The system will be built on a network based
architecture, which will provide connectivity to the Police Department's Internet allowing designated
personnel access from a desktop. The Freedom Call Recording and Archiving System will be installed at
two locations, the Police Department 911 Communications Center at 400 N.W. 2 Avenue, and the proposed
Fire Department Dispatch Center at 3425 Jefferson Street. This system will provide redundancy and
recording capability for both Police and Fire service when either is operating in their backup mode.
Recording of 911 calls, radio transmissions and selected telephone lines is desirable and mandated in some
instances. This system will provide a total recording package, and includes some of the following features:
(1) Records all radio traffic in all talk -groups; (2) Records all 911 trunks and positions, etc. Additionally,
this system, if installed as requested, will provide a savings of approximately $80,000 in the radio system
upgrade currently in progress.
According to the Dictaphone Corporation, it is a sole source provider for their products. Further, it is the
only recording vendor that engineers, manufactures, sells and services its own product line of equipment.
Accordingly, I am recommending that the requirements for formal competitive sealed bidding be waived,
and these findings be approved: Dictaphone Corporation, located at 3191 Broadbridge Avenue, Stratford,
CT 06614-2559, is the sole source service provider for the procurement and installation of a Freedom Call
Recording and Archiving System, in a total amount not to exceed $850,000. Funding is available from the E-
911 Operating Budget, Account Code No. 196002.290461.6.840.
APPROVED BY: "� DATE: �X�j
=remen(Officer
arc
Cf
03- 650
Michael A. Rath
TO: Acting Director
Purchasing Department
v L"
FROM:
h`� ` •
Tlim'oney
Chief of Police
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE : MAR 1 7 2003
SUBJECT: Finding of Sole Source
REFERENCES: Dictaphone Corporation
ENCLOSURES:
FILE:
LEG 7-2
The Police Department is requesting a sole source finding for the purchase and installation of the
Freedom Call Recording and Archiving System from the Dictaphone Corporation. Based upon
the attached letter from Debbie D'Orazio, Area Sales Manager — South Florida, for the Dictaphone
Corporation, the Police Department is requesting that you take the necessary steps to verify that the
Dictaphone Corporation, located at 3191 Broadbridge Avenue, Stratford, CT 06614-2559, 1 (888)
471-3463, extension 4509, is the sole source for the provision of the Freedom Call Recording and
Archiving System.
Your attention to this matter is greatly appreciated.
FINDING OF SOLE SOURCE APPROVED:
Michael A. Rath
Acting Director
Purchasing Department
JFT/ /GF/lr
03- 650
.IO. VJ WJ V!. 1T= AJWaLpzw L %Jf -OGlu kazo1 J4o-011to P.1
L1111�171TOJJITJ
February 28, 2003
Sgt. Bill Bishop
Miami Police Department
400 NW 2"d Avenue
Miami, FL 33128
RE: Sole Source
Dear Bill,
This is to confirm .that Dictaphom Corporation is a sole source provider for their products.
Dictaphone is the only recording vendor that engineers, manufactures, sales and services it's
own product.
Additionally Dictaphone is the only vendor capable of providing a proven, totally integrated
system for recording, digital and analog telephones, radio audio, trunked -radio control channel
data for association into the audio call record, console audio and ambient audio all within the
same recording chassis.
Please contact me -with any further questions or clarifications.
Best Regards,
Pbbie
Deborah R D'Orazio
Area Saks Manager — South Florida
Dictaphone Corporation
911 15"' Street Southwest
Naples. Florida 34117
Tel: 888.471-3463 x4509
Fax: 239348-9148
Deborah.D'Orazio@Diftphom.com
03- 650
FR%71 DOM
STATEMENT OF WORK
FREEDOM"" CALL RECORDING AND ARCHIVING SYSTEM
For
City of Miami
Fire Department 911 Communications Center
November 11, 2002
FileName: MiamiFD SOW 5-29-2002.doc
Prepared by: Dictaphone Corporation
3191 Broadbridge Avenue
Stratford, CT 06614-2559
Based upon: CRD: Miami CRD 04222002. DOC April 22, 2002 Ver. 1.3
Rev: September 26, 2002, November 11, 2002
Created March 3, 2002
03-- 650
Freedom T"' Recording Syster atement of Work
TABLE OF CONTENTS
I. INTRODUCTION..............................................................................................................................:..1
II. PROPOSED SOLUTION....................................................................................................................2
A. GOAL............................................................................................................................................ 2
B. SOLUTION SUMMARY..................................................................................................................... 2
C. SYSTEM DESCRIPTION...................................................................................................................2
D. SYSTEM COMPONENTS..................................................................................................................5
E. SYSTEM DIAGRAM......................................................................................................................... 7
III. DICTAPHONE RESPONSIBILITIES..................................................................................................8
A. PLAN AND MANAGE THE INSTALLATION........................................................................................... 8
B. INSTALL THE FREEDOM RECORDING SOLUTION...............................................................................8
C. CAPTURED DATA FIELDS FOR STANDARD SEARCH CRITERIA...........................................................8
D. CAPTURED RADIO CONTROL CHANNEL DATA FIELDS (FREEDOM RDT...........................................9
E. ON-SITE TESTING.........................................................................................................................9
F. TRAINING......................................................................................................................................9
IV. CUSTOMER RESPONSIBILITIES...................................................................................................10
A. PLANNING, MANAGEMENT, AND ADMINISTRATION.........................................................................10
B. INSTALLATION OF HARDWARE AND SYSTEMS SOFTWARE..............................................................10
C. SYSTEM PARAMETERS.................................................................................................................11
D. WORKSTATION PCS....................................................................................................................11
V. FREEDOM INSTALLATION VERIFICATION CHECKLIST.............................................................12
Dictaphone®, Freedom"' surestartsm and Voicedata® are trademarks of Dictaphone Corporation in the United States and/or other
couribies. Other names and trademarks referenced herein are trademarks or registered trademarks of their respective owners.
Revision: November 11, 2002
03— 650
Freedom ;," Recording System tement of Work
CONTACT LIST
Client:
City of Miami
Miami Fire Department 911
Coconut Grove, FL
Project Manager:
Sgt. Bill Bishop
Voice Number: 305-579-6436
Fax Number: 305 371 5331
E-mail Address: Harold.Bishop@miami-police.org
Technical Contact:
Devery Thuman
Voice Number: 305-579-6524
Fax Number: 305-579-6166
E-mail Address: csul @gate.net
Dictaphone Corporation
3191 Broadbridge Avenue
Stratford, CT 06614-2559
Sales Representative:
Debbie D'Orazio
Voice Number: 888-471-3463 x4509
Fax Number: 941-348-9148
E-mail Address: Deborah.D'Orazio@dictaphone.com
Sales Engineer:
Ken Cook
Voice Number: 888-471-3463 x6393
Fax Number: 321-255-3820
E-mail Address: Kenneth.Cook@dictaphone.com
Project Manager:
George Hibler
Voice: 1-888-471-3463 x 5180
Fax: 1-770-522-8450
E -Mail: george.hibler@dictaphone.com
Revision: November 11, 2002 iii
03- 650
Freedom r',' Recording Syster-tatement ofl V ork
FREEDOMT°° CALL RECORDING AND ARCHIVING SYSTEM
STATEMENT OF WORK AGREEMENT
Miami Fire Department 911 Communications Center
Dictaphone Corporation will implement a FreedomTm recording system, as defined in this Statement of
Work (SOW), for City of Miami Fire Department (hereafter known as customer) at the Miami Fire
Department 911 Communications Center, Coconut Grove, FL, (hereafter known as customer
location or customer site). Dictaphone Corporation and City of Miami Fire Department (hereafter
known as parties) agree that this SOW defines the scope of the project and that any changes hereto must
be agreed to, in writing, by both parties. The parties also agree that such changes may impact delivery
schedules and may result in additional or reduced charges to customer. If deliverables are deleted,
charges will be adjusted accordingly. Work related to deliverables may be performed at the customer's
location or at Dictaphone's locations as determined by Dictaphone. Dictaphone will be responsible for
supervising its employees. Customer may provide suggestions and advice as the project moves forward.
Dictaphone may substitute personnel during the course of the project and will provide routine personnel
schedule updates. Any changes in personnel requested by customer relating to the acceptability of a
particular employee will be considered, taking into account resource availability and prior commitments.
The parties acknowledge that failure by either party to provide information, resources, or materials in a
timely manner could cause project delays. Neither party will hold the other responsible for delays (e.g.
facilities not ready, information, resources, or materials not being made available in a timely manner.)
Customer is responsible for understanding Dictaphone's proposal and its effect on their telephony, radio
and network environment. This SOW covers only the customer's existing telephony environment, and the
existing Ethernet TCP/IP network environment, radio equipment or equipment that has already been
considered in the equip,ment configuration of the SOW. (i.e. changes to telephone/911 equipment). If
customer changes the telephony, radio or network environment, after the SOW is agreed upon,.
Dictaphone will not be responsible for the compatibility of the Freedom TIM recording solution. Additional
work required to achieve such compatibility due to changes in switch environment will require that the
parties enter into a new purchase agreement.
All schedule changes are subject to resource availability.
Additional items or changes to this SOW shall be addressed by amendment, which must be signed by
each party's authorized representative.
City of Miami Fire Department Dictaphone Corporation
Sign:
Sign:
Title:
Title:
Date:
Date:
Revision: November 11, 2002
03
iv
Freedom " Recording Systen 3tement of Work
I. INTRODUCTION
Customer is an existing Dictaphone account recording talk groups, phones and consoles at a sircie
location. Customer intends to operate two (2) 911 communications centers in Miami, Florida. Ore
site is in downtown Miami and the other within a few miles in Coconut Grove. Each site will requ`re
recording of 132-188 channels (final numbers are dependent on internal customer negotiatiors)
digital and analog telephone sets and trunked radio. Each site will be a back up for the other s -e.
Each site will be connected via a city provided WAN, but will be capable of acting independently in
the event of an emergency. The primary exception will be that customer will supply two-%�re
unencrypted analog radio audio through T-BIMs at the Miami Police Department (MPD) site and
mobiles at the Miami Fire Department (MFD) site. Refer to Solution Summary below:
This Statement of Work (SOW) defines the tasks and responsibilities of both parties, which are necessary
to result in successful installation of a FreedomTM Call Recording and Archiving System at the Coconut
Grove MFD customersife named in the SOW Agreement Terms above.
Dictaphone will install the FreedomTm system described herein at the customer site. After the system. is
installed and tested, representatives from both parties wifl meet at the customer site to complete a
functionality checklist, which defines the criteria for customer acceptance of the Freedom TM system. Tris
checklist is included in the last pages of this SOW and requires signing by both parties to confrrr;
customer acceptance.
Three essential skills provide the foundation for Dictaphone Corporation's successful
implementation of voice recording and call management projects:
■ The ability to plan and integrate functionally sound hardware and software solutions in a reliable
and efficient manner.
■ The ability to match technical skills to particular work tasks.
■ The ability to manage the project professionally and effectively.
Dictaphone recognizes the importance of working closely with customer personnel during he
installation. The knowledge, effort, and cooperation of key customer personnel are essentia: to
make each project successful. The combination of the knowledge and experience of Dictaphcne
and customer personnel can provide a highly productive team.
The successful completion of any project depends on the careful execution of a well -structured and
detailed plan. This plan must be developed based on a collective agreement of objectives and Hell -
defined goals. This SOW defines the basic tasks and responsibilites necessary to achieve a
successful installation of the proposed solution.
Dictaphone is the only vendor capable of providing a totally integrated system for recording, dicital
and analog telephones, radio audio, trunked radio control channel data for association into the aZdio
call record, console audio and ambient audio all within the same recording chassis utilizing a
modular, scalable, network based architecture capable of being distributed across LAN/WAN/VPN
with full functional interaction of all components including automated archiving to multiple network
attached storage devices simultaneously and automated management of matured archives.
Created March 3, 2002 1
03- 650
Freedom r" Recording Systef
'aterment o;
II. PROPOSED SOLUTION
A. Goal
Installation of the proposed Dictaphone Freedom FTTm call recording and archiving system
and Freedom rDT Tm Trunked radio integration at the Coconut Grove MFD customer site.
Product will be received on site 45 days after acceptance of completed order. During this
time period, all customer requirements will be completed.
Installation will be within two (2) weeks and will take about 1 week for installation,
configuration and testing.
B. Solution Summary
• Recording Platform: Freedom FTTm
■ Recording:139 channels total at MFD location:
40 Lucent 8434 digital sets
20 POTS lines
22 9-1-1 lines, two -wire analog
7 9-1-1 form Positron Power 911 positions, two -wire analog
15 9-1-1 from Positron IAP Plus positions, two -wire analog
8 conventional radio, two -wire analog
7 Headset Lines
20 Motorola SmartNet 2i Trunked radio from receive -only mobile radios
connected to a customer -supplied 24 -channel multicoupler and antenna
with the control channel information from a customer -supplied RIM II interface
■ Switch Environment: Lucent/Avaya G3R Version 6.3 (existing)
■ Middleware: Freedom rDTrm for Motorola SmartNet
■ Online Archive Storage: 3 Freedom eServer Quantum Snap NAS
■ Other Archive Storage: 6 Freedom Archiving Workstations w/2 DVD -RAM drives
• Optional Products: 2 Freedom ANI/ALI CDM, QMS, DSC -4 digital cards (502449-UPO)
depending on accessibility to the digital lines within the customer's infrastructure.
■ Custom Products:
■ Other Products: Motorola SmartNet 2i Trunked Radio system (cutomer-supplied)
1 Freedom rDTTm Server (Dictaphone supplied hardware)
2 Freedom ANI/ALI Custom Data Module
7 Freedom integrated Software Call -Check for CAD desktops
1 External Time Sync / Options connection Kit 428373
1 External Time Sync 1-14 Expander Kit 428188
C. System Description
Freedom FTTm and Freedom rDTTm together provide a totally integrated single source
system for full-time mission -critical recording of, digital and analog telephones, radio audio,
trunked radio control channel data for association into the audio call record, console audio,
and ambient audio all within the same recording system. Freedom TM is a modular, scalable,
network based architecture capable of being distributed across LANJWAN/VPN with full
functional interaction of all components including automated archiving to multiple network
attached devices simultaneously and automated management of matured archives.
Freedom FT
With standard FreedomTm, each "combo recorder" chassis contains a telecom block, to
capture audio from the tapped lines, and a recorder to temporarily store the audio and
Revision: November 11, 2002 2
03- 650
Freedom'-' Recording Systen . temert ot Vori.
forward it to an archive device at user defined intervals. The proposed Freedom FT TM
recording solution uses a decoupled architecture with separate telecom block units, typically
two per 2ru chassis (referred to as a Dual Telecom Block), and separate hot-pluggable FT
Recorder modules housed in a 14 slot, 5ru FT Recorder Chassis.
Each telecom block contains 4 coupler cards each of which accepts 4 two -wire inputs
(DTB houses 8). Each telecom block therefore accepts 16 digital extension -side inputs
(DTB accepts 32 inputs).
FreedomTm digitizes input at 64 kbps and compresses the audio signal to 6.3 kb/s per ITU -T
G.723.1. The telecom block then sends the compressed audio data via RS485 HDLC link
to its logically adjacent recorder unit. The Freedom recorder connects to an Ethernet LAN
as a 1013aseT network appliance with fixed IP address. The recorder briefly stores the
compressed .wav file data before sending it via TCP/IP to the archive system at user -
defined intervals.
Connection and Housing Provisions
Dictaphone supplies two 10 -foot Telco cables and two 66131ocks with each Freedom Dual
Telecom Block chassis. These are for connecting from the recording demarcation point,
typically the supplied punch -down blocks, to a 3 -foot adapter cable (also Dictaphone -
supplied), which in turn connects directly to the Freedom Telecom Block inputs via Telco
connector. Customer shall make telecom and radio personnel available for consultation
and assistance during installation and will be responsible for punching -down the telecom or
radio lines to be recorded at the recording demarcation point.
The Freedom FT Recorder Chassis' and Dual Telecom Block units will mount in a standard
19 -inch rack cabinet, which must be located within a 13 -foot cable run of the punch -down
block. Dictaphone provided rack will contain necessary supporting hardware. Customer will
provide UPS support for the system.
On-line Archive Storage
For on-line random access archive of the audio and associated metadata, at the MFD
location Dictaphone is providing three (3) Freedom eServer NAS (Quantum Snap) storage
servers, with the supporting hardware and software. Each of these rack -mounted servers
provides 720GB of RAID -5 protected storage (-250,000 channel hours on-line)
One Freedom eServer NAS will provide on-line archive storage for radio recording and one
will handle all other recording. Each of the storage servers can accommodate additional
traffic if the communications center expands channel count. The third Freedom eServer
NAS will provide extended archive capacity for the MFD site.
For processing of scheduled archive activity, Dictaphone will provide three (3) Freedom
eServer Archive Processors. The platform is Compaq DL360, a 1 u rack mounted server
with RAID1 drive configuration.
ANI/AL1 Custom Data
Dictaphone will provide two (2) Freedom ANI/ALI Custom Data Modules, which provide for
integration of ANI/ALI data into the call record. NENA compliant RS -232 interface.
Management Workstations and Off-line Archive
For supervisor playback, management and for selective archiving of call records to DVD -
RAM, Dictaphone will provide 6 FreedomTm Workstation with two 4.7/9.4GB DVD -RAM.
The Windows 2000 based Compaq PC and necessary Freedom Workstation software
facilitates production of DVD based archives and other reproduction for chain -of -custody
transmittal of selected events.
These workstations will be connected to the Ethernet segment established for specific use
by the Freedom recording system. Customer may supply additional PCs meeting Freedom
workstation minimum requirement. Additional Freedom Workstations may be connected
directly to the recording system Ethernet segment or may be routed with customer -supplied
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FreedomT1,' Recording Syster atement of Work
equipment. Customer will provide appropriate router configuration as needed. Dictaphone
will install Freedom workstation software appropriately.
Freedom rOTT" Trunking Radio Integration
Dictaphone will provide one Freedom rDTTm system for Motorola SmartNet Trunked radio.
The integration will provide for recording 20 channels analog radio from receive -only
mobile radios connected to a customer -supplied 24 -channel multicoupler and
antenna and will capture radio control channel data via interface to a customer -supplied
RIM II system connected to a customer -supplied antenna mounted on the roof.
Dictaphone's Freedom rDTTM recording solution captures and stores data about radio calls
(radio control channel data) in order to enable search and seamless playback of the manor
short audio segments that make up a particular composite event. With Freedom rDTT ,
trunked radio event segments that may be distributed across different Freedom rm recorders
or archive devices are reconstructed for seamless playback within the FreedomTM
workstation software, so that the user operates within a single user-friendly GUI for all radio,
telecom and other recorded communications.
Revision: November 11, 2002 4
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Freedom"' Recording Systen 3tement of Work
D.
System Components
Recording
Equipment
OFE4900
1
3AB010
FREEDOM FT CHASSIS W12 POWER SUPPLIES
10
428537
-
FT Single -Board Recorder Module
5
1SA000
FREEDOM FT DUAL TELECOM BLOCK
5
428136
(1) PAIR FREEDOM CHASIS SLIDE RAILS
25
428357
ANALOG COUPLER BOARD (4 channels each)
10
501703-LUC
DIGITAL COUPLER BOARD — LUCENT (4 channels each)
35
428133
COMPRESSION MODULE
Archiving Eauiument
3
FE2018-002
FREEDOM E -SERVER COMPAQ DL360 (16GB MIRRORED) WIN2K (archive processor)
3
OFE4900
FREEDOM ESERVER QUANTUM SNAP NAS (721:(jB RAID -5) (archive storage)
Trunking Radio Integration
1
FRERDT
FREEDOM rDT SERVER (radio control channel data processor)
6
FRESNET-LIC
FREEDOM SMARTNET CHANNEL LICENSES (4 -PACK)
1
FRESNET-INT
FREEDOM SMARTNET INTEGRATION
Rack and Supporting
Equipment
1
330136
COMPAQ 9142, 426 HIGH RACK (sides req'd}
1
330206
COMPAQ UR SIDE PANEL KIT, 426 high
1
502396
CISCO 24 PORT ETHERNET SWITCH
1
428092
COMPAQ TFT5600RKM 19" FLAT PANEL CONSOLE (1u Rack Monut TFT&KBD)
1
330034
COMPAQ 8 -PORT KVM SWITCH (rack mount)
-.. . ....... ....... ...
6
330140
COMPAQ CPU TO KVM SWITCH BOX CABLE 12'
1
428373
EXTERNAL TIME SYNC at START/STOP OPTIONS CONNECTION KIT
Revision: November 11, 2002 5
03- 650
Freedom '-'•' Recording SystE 'tatement of Work
Freedom Software
1 FRESIT-M FREEDOM SYSTEM SOFTWARE LICENSE 25 PACK, SITE
7 FRECHK FREEDOM SOFTWARE CALL -CHECK FOR CAD DESKTOP
Training
_ ..
4 CRSTFR-AIR surestart FREEDOM KEY ADMINISTRATOR TRAINING INCL AIRFARE
Revision: November 11, 2002
03— 650
Freedom Recording Syster
E. System Diagram
3temenz os V Iork
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V
Maiimach NPS
911 Cortroler t36 Block b
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Freedom
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rdep+a,e refthone City of Miami PDIFD 911
uietai Freedom Recording System
ph_ Diagram Overview
III. NOTE: VIEWING IN MS WORD USE 150% MAGNIFICATION FOR READABILITY. READABILITY OK PRINTED. JPG FILE EMBEDDED.
Revision: November 11, 2002 7
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Freedom I-` Recording Syster
atement o T v%dor::
DICTAPHONE RESPONSIBILITIES
A. Plan and Manage the Installation
■ Arrange for and conduct a pre -installation site survey at each installation location to
verify the site readiness. This survey will be completed prior to the installation of the
Freedom recording system to allow customer time to complete all necessary pre-
installation tasks if required.
• Assign Dictaphone employees to the installation team.
• Before and after the installation, conduct an implementation meeting/conference call
with all parties participating in the installation to discuss and review the installation.
B. Install the Freedom Recording Solution
As part of this agreement, Dictaphone will install:
■ The Freedom FT Chassis', recorder cards and Dual Telecom Blocks in the cabinets
(telecom blocks and recorders with all required Freedom system software).
• The Freedom rDTTm integration for Motorola Smart Net
■ Cabling from the punch -down blocks to the Freedom telecom blocks.
• Freedom workstation PCs with sound cards and speakers (Compaq EN hardware and
Freedom workstation software).
■ Freedom workstation software to customer supplied PCs that meet minimum Freedom
workstation PC requirements.
• The Freedom eServer MaxAttach NAS extended online storage system.
C. Captured Data Fields for Standard Search Criteria
• Recorder Name
■ Channel Number
■ Call ID
■ Date
■ Start Time / End Time
■ Derived Call Segment Duration
• Preset Filters to Search by:
■ Start/EndTime
■ Duration
• TaggedCalls
■ Notes
• Advanced Filtering to Search by:
Archived End Reason
Call File End Time
Call ID End Time (DST)
Call Type End Time Zone
Channel End User Name
Channel Name File Count
Compression Next Call ID
Control Data Blocks Offset
DTMF Previous Call ID
Record Type Telecom Name
Recorder ID
Recorder Name
Recorder Time
Recording Mode
Start Reason
Start Time
Start Time (DST)
Start Time Zone
Start User Name
End Offset Recorder End Time
Revision: November 11, 2002
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Freedom r" Recording Syster
atement of Work
D. Captured Radio Control Channel Data Fields (Freedom rDTTM
■ Talk Group
■ Unit ID
■ Emergency
• Alias
■ Type of Call
E. On -Site Testing
Dictaphone will complete On -Site testing with configuration changes that best match
customer's needs for proper call isolation. Overall Freedom system operation and
performance will be verified per section V. FREEDOM INSTALLATION VERIFICATION
CHECKLIST
F. Training
■ Dictaphone is providing two (4 to each site) surestart Freedom Key Administrator
Training including air fair, which is conducted at Dictaphone's training facilities at
Aberdeen Woods, GA..
• See the Dictaphone surestartsm training package for details.
• Dictaphone offers available Freedom Computer Based Training CD (CBT) for self -
teaching and a Freedom "eTraining" subscription, which includes access to all on-line
and interactive web -based training sessions for one year.
■ Dictaphone also offers available ATS On-siteTraining programs.
Revision: November 11, 2002 9
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Freedom Recording Syste 'tateiment of VVor
IV.CUSTOMER RESPONSIBILITIES
A. Planning, Management, and Administration
■ Assign appropriate customer employees to the installation team.
■ Participate in implementation meetings/conference calls with all parties participating in
the installation to plan and review the installation.
■ Assign project personnel for support during the installation process:
➢ Information Systems/Network Specialist
➢ Telephony Specialist
Radio System Specialist
■ Identify and schedule training class attendees.
■ Provide access to the work area for the Dictaphone personnel for the site survey and
for installation.
B. Installation of Hardware and Systems Software
• Provide for space, power and cooling for the FreedomTm system:
➢ Rack footprint space for 1 standard 19 -inch rack within a 6 -foot radius of the punch -
down blocks.
➢ UPS protected AC power — Each Freedom FT Recorder Chassis requires 120
VAC, 60 Hz, 6A service. Each Freedom FT Dual Telecom Block chassis requires
120VAC, 60 Hz, 2A service. Each storage management eServer (Compaq DL)
requires 120 VAC, 60 Hz, 6A service. Each MaxAttach NAS device requires 120
VAC, 60 Hz, 6A service.
➢ Cooling — Each Freedom FT Recorder chassis produces approximately 2040 BTU
/hr. Each Freedom FT Dual Telecom Block chassis produces approximately 680
BTU/hr. Each storage management eServer produces approximately 2457 BTU/hr.
■ Provide a dedicated analog phone line and an external modem for Freedom to
communicate SOS alerts to Dictaphone, and for Dictaphone to dial in for remote
diagnostics, if desired.
■ Provide, and punch down the phone lines for the channels to be recorded. Dictaphone
will provide a 66 block with a female RJ -21 Telco connector and 13 feet of cable from
the punch -down block to the Freedom telecom block. The punch -down block must be
within a 6 -foot radius of Freedom telecom block.
• For FreedomTM systems that will be connected to a customer managed LANMAN
infrastructure:
➢ Provide a static IP address for each Freedom recorder.
➢ Provide a static IP address for each storage management "e -Server" (Proliant).
➢ Provide a static IP address each MaxAttach NAS device.
➢ Provide a static IP address for each archiving workstation (containing DVD -RAM
drive/s).
➢ Non -archiving workstation PCs can use static or dynamic (DHCP/bootp) IP
addressing.
➢ If applicable, provide workstation PC's with audio playback capability (see
paragraph D for PC requirements).
➢ Provide one CATS Ethernet TCP/1P LAN drop for each Freedom workstation.
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Freedom"m Recording Syste: atement of Work
➢ Provide one CATS Ethernet TCP/IP LAN drop for each Freedom recorder or one
appropriate up -link for each Ethernet switch housed within a Recorder or e -Server
rack.
➢ Provide one CATS Ethernet TCP/IP LAN drop for each Freedom archiver node (1
for the e -Server, and one for any other local NAS device to be used) if not serviced
by an Ethernet switch within a Freedom system rack.
➢ Maintain connectivity to the network for all Dictaphone equipment.
C. System Parameters
One week before the implementation begins, the customer must provide identification of all phone
extensions to be recorded (by listing or by range with all line appearance details as appropriate), all radio
system recording information (channels, talk groups, unitlD, etc. and other details as appropriate).
D. Workstation PCs
The minimum requirement for client supplied workstation PCs is as follows:
• Pentium II, 450 MHz processor, minimum
■ 128 MB of RAM
■ 100 MB of Disk space, minimum
■ Windows 2000 or NT 4.0 Operating System
■ CD ROM Drive
■ DVD -RAM Drive (for archiving workstations)
■ Sound Card with Driver Capable of Playing Back 64 kbit/sec PCM Format Audio
(Yamaha sound cards are not supported)
■ Speakers or Headphones
Revision: November 11, 2002 11
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Freedom'',, Recording Syste
tatement of Work
V. FREEDOM INSTALLATION VERIFICATION CHECKLIST
This checklist is to confirm that the Dictaphone Freedom recording solution is installed and functioning as
outlined in the SOW.
Acceptance Certification Checklist (D = Dictaphone, C = Customer; each party
verifies each task and checks the appropriate box to confirm completion)
D
C
Task
❑
❑
All Freedom chassis are installed in the racks and powered up.
❑
❑
All digital and analog audio input lines are connected to the Freedom telecom
blocks.
❑
❑
All Freedom recorders are connected to the appropriate LAN.
❑
❑
All Freedom workstations are installed and connected to the appropriate LAN.
❑
❑
Call records are visible at each workstation and each workstation can play back
audio from randomly selected channels.
❑
❑
Archiving system is installed and operational.
❑
❑
Each archiving device is defined and mapped.
❑
❑
Each archiving device is connected to the appropriate LAN.
❑
❑
Freedom is archiving calls across the appropriate network.
❑
❑
Archived call records are visible at each workstation and each workstation can
play back audio from randomly selected archived calls.
City of Miami Fire Department Dictaphone Corporation
Sign: Sign:
Title: Title:
Date: Date:
Revision: November 11, 2002
12
�3- 650
Bid No. RP00-7 "Recorder/Playback Equipment d Systems"
.ntract Dates: May 01, 2001 to April 30, 2004
For further information pertaining to the product, please call the contractor listed below.
Index: [[able Instructional [Fee Tablel (Contractorsl fH-GAC Staff Contactsl
Contractor Contacts:
Dictaphone Corporation
Contact: Chris Kennison(Area Sales Manager) Contact: Sheryl Fournier
Phone: 888-471-3463; x 4571 Phone: 888471-3463, x6324
Fax: 512-977-8423 Fax: 208-723-2935
Email: CKenniso0dictaohone.com Email: Sheryl.FoumierMictaphone.com
H -GAC Staff Contact:
Lawanda James 713-993-4536 fames hgac.cog.tx.us
Instructions For Using Fee Tables
H -GAC administrative fees are assessed in two (2) distinct purchase order categories:
1. Orders for motor vehicles and related equipment
2. Orders for all other products and services
Fee Calculations
1. Orders to a single contractor for motor vehicles and related equipment may result in more than one
Fee Table being applicable. When this occurs, the highest flat rate from the highest applicable Fee
Table (A - E) shall apply to any specific purchase order. Examoles of combining Tables:
Tables A & B = $1000 flat fee
Tables A & C = $1200 flat fee
Tables A & D = $1500 flat fee
Tables A & E = $2000 flat fee
2. Orders for all other products (listed in Fee Tables F — H) are computed on total value of any specific
order. Flat fees are not applicable to any of these products. If products from more than one Table are
combined on the same purchase order, both the product total and fee total from each Table must be
clearly stated on the purchase order ? but only one contractor / vendor may be listed on any specific
order.
NOTE: No purchase order may be directed to more than one contractor / vendor. (Subcontractors are
accessed only through a primary contractor.)
This edition of the H -GAC Fee Schedule became effective April 1, 2002 and replaced all previous editions
Authority for Fee Assessment
Administrative Fees are assessed under statutory authority of the Texas Interlocal Cooperation Act.
Texas Government Code, Trtle 7, Chap.791.
03- 650
TABLE G
1-1 Equipment, Communications Equipment & Systems, Recorders, Electric & Electronics Products:
nerators, Traffic Signal Controls & S ms, Video Equipment & System and SecurityEquipment.
urchase Order Total Amount
of Fee
1 to $ 100,000 Fee:
1.75%
100,001 to $ 200,000Fee:
$ 1,750 plus 1.55% on amount over $ 100,000
03- 650
to
over
1.15% on amount o,
Back to Toa
on amount over
on amount over
on amount over
03- 650
Priscilla A. Thompson
TO: City Clerk
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE: MAR 1 7 2003 FILE:
SUBJECT:
FROM: itlf
REFERENCES: Police
ENCLOSURES:
Request to Publish Notice for
Public Hearing
Dictaphone Corporation
LEG 7-2
Please make arrangements to publish a Notice of Public Hearing for objections to the waiving of
the requirements for formal sealed bids for the sole source purchase and installation of the
Freedom Call Recording and Archiving System, from Dictaphone Corporation, in an amount not to
exceed $850,000. Attached is the advertisement.
The date and time of this public hearing will be : ,,Wcc�c i G'�'�� 3 , at a.m.
APPROVED f
EM -6. Alonso
Agenda Coordinator
IF'TIJMGlf llr
Attachment
03- 650
CITY OF MIAMI
NOTICE TO THE PUBLIC
A public hearing will be held by the City Commission of the City of Miami,
Florida, on June 12, 2003, at 9:00 a.m., in the City Commission Chambers at City
Hall, 3500 Pan American Drive, Miami, Florida, for the purpose of waiving the
requirements of obtaining sealed bids for the sole source purchase and installation
of a Freedom Call Recording and Archiving System from Dictaphone
Corporation, a non-local/non-minority vendor, located at 3191 Broadbridge
Avenue, Stratford, CT 06614-2559, for the Department of Police, in an amount
not to exceed $850,000.
Inquiries from other potential sources of such a package who feel that they might
be able to satisfy the City's requirements for this item may contact Pamela Bums,
Sr. Procurement Contracts Officer, at the City of Miami Purchasing Department
at (305) 416-1905.
(City Seal)
(# 11047)
Priscilla A. Thompson
City Clerk
03- 650
SOLE SOURCE 02-03-146
ITEM: Acquisition of Freedom Call Recording and
Archiving System
DEPARTMENT: Police
TYPE OF PURCHASE: Short -Term Contract
REASON: The Department of Police is seeking to procure, from
the Dictaphone Corporation, the Freedom Call
Recording and Archiving System. This system is
capable of providing a totally integrated system for
recording digital and analog telephone, radio audio,
trunked radio control channel data, and console
audio within the same recording chassis. As the
recorders are in continuous operation, 24 hours, 7
days a week, they have become less reliable requiring
frequent maintenance. This equipment records 911
telephone traffic in and out of the call center, police
and fire transmissions, and other departmental
telephone lines, as requested. The Dictaphone
Corporation is the sole source provider for their
products as it engineers, manufactures, sells and
services its own product line of equipment.
RECOMMENDATION: It is recommended that the Department of Police be
authorized to procure and install the Freedom Call
Recording and Archiving System from the
Dictaphone Corporation, in a total amount not to
exceed $850,000. Funding is available from the E-
911 Operating Budget, Account Code No.
196002.2 90461.6.8 40.
lenn arcos
Dir or Purchasing
/ v a3
D to
SoleSourceO2-03-146FreedomCallRecordingMPD
03— 65U