HomeMy WebLinkAboutR-95-0755J-95-861
10/18/95
RESOLUTION NO P 5- 755
A RESOLUTION APPROVING THE ACQUISITION OF A
DICTAPHONE DUAL RECORDER/REPRODUCER SYSTEM
FROM DICTAPHONE CORPORATION FOR THE POLICE
DEPARTMENT, FOR AN ESTIMATED AMOUNT OF
$421,571.75, FOR A FIVE (5) YEAR LEASE WITH
AN OPTION TO PURCHASE AT $84,314.35 PER YEAR,
UNDER EXISTING STATE OF FLORIDA CONTRACT
NUMBER 725-630-94; ALLOCATING FUNDS THEREFOR
FROM THE E911 OPERATING BUDGET, INDEX
CODE NO. 290461-610, PROJECT NO. 196002;
AUTHORIZING THE CITY MANAGER TO INSTRUCT THE
CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE
ORDER FOR SAID ACQUISITION, SUBJECT TO THE
AVAILABILITY OF FUNDS.
WHEREAS, it is necessary that the Department of Police
acquire a Dictaphone Dual Recorder/Reproducer System under
existing State of Florida Contract Number 725-630-94, for a five
(5) year lease, with an option to purchase, subject to the
availability of funds; and
WHEREAS, the recording industry is moving rapidly to digital
technology, which provides many advantages including reduced
media costs and ease of operation; and
WHEREAS, the requested system utilizes DAT tapes which are
very small and weigh only a few ounces as compared to reel-to-
reel tapes and the DAT tapes are approximately one-third the cost
of reel-to-reel tapes; and
:CITY CommISSION
MEETING OF
OCT 2 5 1-1'1i
Resolution No
95� 755
WHEREAS, various municipalities and agencies have realized
substantial savings utilizing the State of Florida contract for
the acquisition of said equipment; and
WHEREAS, the City Manager and the Chief of Police recommend
that the acquisition of a Dictaphone Dual Recorder/Reproducer
System from Dictaphone Corporation, under an existing State of
Florida contract, at a proposed amount of $421,571.75, be
approved; and
WHEREAS, funds for said acquisition are available from the
E911 Operating Budget, Index Code No. 290461-610, Project
No. 196002;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The acquisition of a Dictaphone Dual
Recorder/Reproducer System from Dictaphone Corporation for the
Police Department, for an estimated amount of $421,571.75, for a
five (5) year lease, with an option to purchase at $84,314.35 per
year, under existing State of Florida Contract Number 725-630-94,
is hereby approved, with funds therefor hereby allocated from the
2 -
95- 755
4
E911 Operating Budget, Index Code No. 290461-610, Project
No. 196002.
Section 3. The City Manager is hereby authorized to
instruct the Chief Procurement Officer to issue purchase a order
for said acquisition, subject to the availability of funds.
Section 4. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 26th day. —of- October 1995.
9
i
ST N P . CLAF , '-MAYOR
ATTEST
WALTER J.(FOF�MAN, CITY CLERK
PREPARED AND REVIEWED BY:
i
RAFA 'O. DIAZ
DEPUTY CITY ATTORNEY
APPROVED AS TO FORM ANT,CORRECTNESS:
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM 56
TO . The Honorable Mayor and Members DATE 67 FIE
of the City Commission
Ces dio
FROM Cit er
RECOMMENDATION:
SUBJECT: Purchase of a Dictaphone
Dual Recorder/
Reproducer System
REFERENCES
ENCLOSURES
It is respectfully recommended that a Resolution authorizing the
purchase of a Dictaphone Dual Recorder/Reproducer System, from
Dictaphone Corporation, a non -minority, non -local vendor, located
at Two Oakwood Blvd., Suite 200, Hollywood, Florida, 33020, under
an existing State of Florida bid #725-630-94, at a total cost of
$421,571.75 for a five-year lease with an option to purchase or
$84,314.35 per year, be approved. Funding is to be from the E911
Operating Budget, Index Code 290461-610, Project No. 196002.
BACKGROUND:
The recording industry is moving rapidly to digital technology.
This provides many advantages including reduced media costs and
ease of operation. The requested system utilizes DAT tapes which
are very small and weigh only a few ounces as compared to reel to
reel tapes. The DAT tapes, in addition, are approximately one
third the cost of reel-to-reel tapes. Digital systems also
significantly reduce the number of man-hours spent locating and
duplicating recordings required for quality assurance and
investigations.
With the upcoming consolidation of Police and Fire
Communications, the time is right to make the conversion to
digital recording. This will also eliminate the cost of
relocating the Fire Department's existing system. The proposed
purchase will serve the recording needs of both the Police and
Fire Department.
The cost for this system is $421,571.75 for a five-year lease
with an option to purchase or $84,314.35 per year. While a lease
arrangement is slightly more expensive it allows additional
options should technology advance and better equipment become
available. It also makes the funding process more feasible.
The Police Department is requesting that the purchase be made
from Dictaphone Corporation, based upon a State of Florida bid
no. 725-630-94. The Police Department currently utilizes a
Dictaphone system. Dictaphone Corporation has agreed to a trade-
in on two current systems and one that has yet to be installed
thus reducing the overall cost of the new system.
The Honorable Mayor and Members State of
of the City Commission Florida
Page 2 Bid #725-630-94
Amount of Bid % of Cost Estimate:
$421,571.75 100%
Cost Estimate/Budgeted Amount:
$421,571.75
Source of Funds:
E911 Operating Budget
Index Code 290461-610
Project No. 196002
Minority Representation:
N/A
Public Hearings/Notices
N/A
Assessable Project:
N/A
CITY OF MIAN11. FLORIDA r
INTER -OFFICE MEMORANDUM
TO Judy S. Carter
Chief Procurement Officer
Donald H. Warshaw
FROM Chief of Police
a5 SEP I I f;; 1,: ,)4
((��
DATE SEP V 8 1995 FILE LEG 7-2
SUBJECT Purchase of a Dictaphone
Dual Recorder/
Reproducer System
REFERENCES.
ENCLOSURES
This department has verified that funds are available with the
Department of Budget to cover the cost of purchasing a Dictaphone
Dual Recorder/Reproducer System, at a total cost of $421,571.75
for a five year lease/purchase or $84,314.35 per year. Funding
is to be from the E911 Operating Budget, Index Code 290461-610,
Project No. 196002.
BUDGETARY REVIEW & APPROVED BY:
Manohar S a, Director
Department of Budget
ADDITIONAL APPROVALS
(IF REQUIRED)
Eduardo Rodriguez, CIP Manager
City Manager's Office
(This form properly signed is part of the bid evaluation and
recommendation package to be placed on the agenda and must be
attached to the resolution cover_ memorandum.)
95- 755
AWARD SHEET'
STATE OF FLORIDA CONTRACT NUMBER
725-630-44
ITEM: Dictaphone Dual Recorder/Reproducer System
DEPARTMENT: Police
PURCHASE: Five (5) lease with an option to purchase
REASONS: To convert to digital recording to accomodate both
the Fire and Police Departments.
RECOMMENDATION: It is recommended that the award be made to
Dictaphone Corporation a non-minoority/non-local
vendor at a total cost of $421,571.75 for a five (5)
year lease with an option to purchase or
$84,314.35 per year.
Chief Procuremen Officer —
Date
35- 755