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Home My WebLink About2/19/2003 - STAFF REPORTS (6) DATE: February 19, 2003 TO: City Council FROM: Executive Director- Airports ACQUISITION OF AUTOMATED VOICE LOGGING RECORDER SYSTEM RECOMMENDATION: It is recommended that the City Council approve the acquisition of a computerized voice logging recorder system for use at the Airport from Versatile Information Products, Inc (VIP) in the amount of$39,485.88 and reject all other bids., SUMMARY: This action would replace the existing tape reel-to-reel voice logging recorder with a digital, computerized model. This equipment will be used for recording, playback and analysis of radio and telephone voice communications that occur during the course of routine and emergency operations at the Airport. The acquisition of this equipment is 90% funded by a grant from the Federal Aviation Administration (FAA). The after warranty maintenance would be funded from Department of Aviation funds. BACKGROUND: In response to the events of September 11`h,the Airport received numerous new security directives and mandates from the Transportation Security Administration (TSA).As part of its ongoing review of these mandates, Airport staff looked at the methods by which these security mandates are adhered to and ways to improve the response. One suggestion was to improve the capability of the existing voice logging recorder, which was purchased in 1990. This existing system records designated emergency radio and telephone communications,which provide a record of events and conversations and can also be reviewed by authorized personnel. Due to changes in technology since 1990,the existing voice logging recorder, which is a tape reel type of machine, is no longer being manufactured and replacement parts are becoming difficult to obtain.Current technology uses a computerized, digital format to record, store and review this information, which provides for more secure and efficient storage of the data, as well as more efficient review by authorized personnel. In cooperation with the Department of Procurement & Contracting, Invitation For Bid (IFB)#03-02 was issued on December 20, 2002. Schedule A of the IFB consisted of the voice logging recorder system and Schedule B was for three (3) additional years warranty/technical support. Bids were received on January 28, 2003 from the following firms: BIDDER SCHEDULE"A" SCHEDULE TOTAL (EQUIPMENT "B" (SCHEDULE (AFTER "A"& WARRANTY SCHEDULE MAINTENANCE) "B') Executive Communications $25,806.13 $9,002.00 $34,808.13 Service Dictaphone Corporation $29,737.51 $11,182.50 $40,920.01 Versatile Information Products, $31,370.88 $8,115.00 $39,485.88 Inc Voice Print International No bid received Staff recommends rejection of the bid from Executive Communications System on the basis of the City's previous experience with this firm. An award for similar equipment for the police department had to be rescinded and re-awarded because of unacceptable performance by Executive Communications. (See attached Staff Report dated June 17, 1998). Item #3 under"General Terms and Conditions" of the bid documents states: "The City of Palm Springs reserves the right to reject the bid of any bidder who previously failed to perform properly, or complete on time, agreements of similar nature, or to reject the bid of a bidder who is not in a position to perform such an agreement satisfactorily." Staff recommends award to Versatile Information Products, Inc. who successfully provided and maintains the digital voice recorder system at the police department. Funding is available via Airport Improvement Program (AIP) grant 26, account no 415- 6600-56029. The Airport Commission was updated on the status of this item at its meeting of June 5, 2002. %� �� u ALLEN F SMOOT, A.A.E. MIKE N WILLIAMS, A.A.E. Executive Director- Airports Deputy Director- Operations HAROLD E GOOD, CPPO Director of Procurement & Contracting REVIEWED BY DEn OF FINANCE APPROOVEID*--" City Manager ,i�'� /w ATTACHMENTS: 1. Minute Order 2. Referenced Staff Report dated June 17, 1998 DATE: June 17, 1998 TO: City Council FROM: Procurement Manager and Police Services Manager via Police Chief RESCIND AWARD FOR DIGITAL VOICE RECORDER SYSTEM AND AWARD TO ALTERNATE VENDOR RECOMMENDATION: That City Council rescind Minute Order No.6142, dated May 6, 1998, for a Digital Voice Logging System awarded to Executive Communications Systems, Ventura, California, in the amount of $35,305.97 and approve purchase of Digital Voice Logging system from Versatile Information Products, Inc., Riverside, California in the amount of $38,543.33. BACKGROUND: On May 6, 1998 City Council approved the purchase of a Digital Voice Recording System from Executive Communication Systems,Ventura,California in the amount of $35,305.97, participating in a competitive bid award for identical equipment with the City of Riverside. The City of Riverside discovered after their award and the Palm Springs award were made that Executive Communication Systems'authorized dealership for this product was terminated, effective June 30, 1997. The units sold by Executive Communication Systems were manufactured in 1995, are not the current versions, show evidence of prior use, and do not carry the manufacturers warranty. Riverside City Council rescinded the award to Executive Communication Systems and awarded to Versatile Information Products, Inc., Riverside, California. Staff recommends that Palm Springs City Council take similar action. The manufacturer of the equipment is Racal Recorders, Inc. They and their authorized dealer,Versatile Information Products, Inc., will be responsible for de-installing and returning Executive Communications Systems' product (see attachment) and installing the new warranted system within the next ten(10) days. The issue arose June 16, 1998-too late to make the agenda posting deadline. It is requested that City Council accept this issue as an Added Starter. Funds are available in Account No. 111-320-0330-4513,Specialized Equipment. Kam: •�✓s�� y HAROLD E. GOOD IM RUNGE ' Procurement Manager Police Services Manager APP ED: City pager LEE W Chief Police Chief ATTACHMENTS: (1) Two attachment QM �Q, 121 Minute Orders(2) APPROVED ❑ DECLINED Executive Communication Syst�m� ` !'��.�•�'.' GAF 0 i' , t V P City Council February 17, 2003 City of Palm Springs 3200 E. Tahquitz Canyon Way Palm Springs, CA 92262 Dear City Council Members, This letter is regarding bid number 03-02 for an automated voice logger system. Executive Communication Systems(ECS)was low bid by$4,677.75. We received a letter from Mr.Harold Good stating that another vendor would be recommended for this contract based on previous performance. We would like to point out a few facts surrounding our dealings with the City of Palm Springs five years ago. ECS was awarded a contract with the City of Palm Springs Police Department on May 6, 1998. ECS was a certified Racal Dealer for service at the time of the award. It is true that a mutual agreement had been reached by ECS and Racal to end their sales relationship. ECS was evaluating alternate product lines that would give our customers more flexibility and better pricing. Racal found out about this prior to ECS signing up as a dealer for another manufacturer and cancelled ECS as a dealer. A cancellation was actually sent to Racal's headquarters by ECS prior to ECS receiving the cancellation from Racal. The Racal WordNet,which was delivered and installed, was a product that was sold for about four years by Racal worldwide. The product that we installed at the City of Palm Springs Police Department had the most current software version available at that time from Racal. This Racal WordNet was purchased from Racal as new and had never been sold by ECS. In fact it has never been sold by ECS. We still have it at our main office. After it was installed we could no longer sell it as a new product to any customer. This demonstrates the ethics of our company. ECS had no knowledge of this recorder having previous use. If Racal sold us that recorder with previous recordings on it,your taxpayers and our employees should not suffer at the indiscretion of others. We throw ourselves at the mercy of the city council. Our reputation is at stake. We never misrepresented ourselves to the City of Palm Springs. We have been in business for 13 years. We have over 5,000 satisfied customers. We have provided references regarding this bid and would be happy to provide more references. We would like to earn the opportunity to prove to the City of Palm Springs, as we have proven to our over 5,000 customers,that we are an honest and reputable 13 year old company. We would like the city council to approve a 60-day no charge trial of our product. We met the bid specifications of bid 03-02 and were$4,677.75 less than the next bidder. When you are satisfied that the product meets the bid specifications,you can send us a check. We would be happy to entertain any suggestions you might have to save the City of Palm Springs$4,677.75. Sincerely, Tom Wilkes Thomas L. Wilkes President Executive Communication Systems Cc: William G.IQeindienst Jeanne Reller-Spurgin Deyna Hodges Chris Mills Ronald Oden Harold Good 1445 Donlon St. , Suite 1, Ventura, CA 93003 (805)644-9525 Fax (8175) 644-6979 MINUTE ORDER NO. APPROVING THE ACQUISITION OF A COMPUTERIZED VOICE LOGGING RECORDER SYSTEM FOR USE AT THE AIRPORT FROM VERSATILE INFORMATION PRODUCTS, INC (VIP) IN THE AMOUNT OF $39,485.88 AND REJECTING ALL OTHER BIDS. I HEREBY CERTIFY that this Minute Order approving the acquisition of a computerized voice logging recorder system for use at the airport from Versatile Information Products, Inc (VIP) in the amount of$39,485.88 and rejecting all other bids, was adopted by the City Council of the City of Palm Springs, California in a meeting thereof held on the 19th day of February, 2003. PATRICIA A. SANDERS City Clerk