HomeMy WebLinkAboutmemo1CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO :
FROM :
G nn os, D' ector
hief Procur: e Officer
Joe Arriola
Chief Administrator/City Manager
DATE :
SUBJECT:
REFERENCES:
ENCLOSURES:
April 15, 2005
FILE :
Sole Source Acquisition of Four (4)
Iomega Freedom E-Servers Model
P800 Data Storage Devices
An investigation was conducted by staff to determine whether the Dictaphone Corporation, a Non-
Minority/Non-Local vendor located at 911 15`t' Street Southwest, Naples, Florida, is the sole source provider of
four (4) Iomega Freedom E-Server Data Storage Devices, including installation and five-year maintenance, for
the Department of Police.
The City Commission previously authorized the sole source acquisition and installation of the Freedom Call
Recording and Archiving recording system from Dictaphone Corporation, pursuant to Resolution No. 03-650.
This system was purchased with five years of maintenance, but had a storage retention of only one year. 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, trucked radio control channel data, and console:
audio within the same recording chassis. Florida statutes for record retention requires that 911 audio records be
kept for a minimum of thirty (30) days; the City determined that all data should instead be kept for four (4)
years. In order to meet the retention period criteria, additional storage devices must be acquired and installed, as
the storage capability of the current system is nearing maximum capacity. Any additional storage devices muss:
be obtained from Dictaphone and maintained, as are the current devices.
According to Dictaphone, it is the engineer, manufacturer, sole source seller and servicing agent of their own.
recording equipment, and the equipment cannot be obtained from any other distributor except from Dictaphone,
Further, no other recording equipment manufacturer can interface with the existing Dictaphone Freedom
recording equipment already installed at the Police and Fire -Rescue Communications Unit. The existing
Freedom Recording System and all other related components are under an exclusive maintenance contract with.
the Dictaphone Corporation through October, 2008. No other vendors for this specialized equipment could be
located.
Accordingly, I hereby certify that the terms and conditions of the award have been negotiated so as to obtain the
most favorable terms and conditions, including price, as may be offered to other customers or clients by the
Dictaphone Corporation. As a result, I am therefore recommending that the requirements for competitive
bidding be waived, and these findings be approved: Dictaphone Corporation is the sole source provider for the
acquisition and installation of four (4) Iomega Freedom E-Server Data Storage Devices, to include five-year
maintenance, for the Department of P 'ce Funding, in a total amount not to exceed $114,650.75, is available
from the E-911 Opera -ng Budget, ccount Code No. 196003.290531.6.840.
APPROVED BY:
Chie
JA/LMH/GM/PEB
Joe Arriola
dministrator/City Manager
DATE:
APR 2 0 2005