To: MAYOR AND CITY COUNCIL
From: JOE HOFFMAN, CHIEF OF POLICE
TITLE
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ADOPT BY 4/5THS VOTE AND BY TITLE ONLY RESOLUTION NO. CC-2309-096, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDONDO BEACH, CALIFORNIA AUTHORIZING A 2023-2024 FISCAL YEAR BUDGET MODIFICATION TO APPROPRIATE $51,244 FROM THE EMERGENCY COMMUNICATIONS REPLACEMENT FUND TO THE POLICE DEPARTMENT 2023-2024 FISCAL YEAR OPERATING BUDGET TO FUND THE PURCHASE OF A REPLACEMENT DIGITAL VOICE RECORDING SYSTEM
APPROVE AN AGREEMENT WITH GOSERCO, INC. FOR THE PURCHASE AND INSTALLATION OF A DIGITAL VOICE RECORDING SYSTEM FOR THE CITY’S DISPATCH CENTER THROUGH THE CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS) FOR A NOT TO EXCEED AMOUNT OF $51,244, UTLIZING EMERGENCY COMMUNICATIONS REPLACEMENT FUNDS, AND AUTHORIZE THE MAYOR TO EXECUTE THE APPROPRIATE DOCUMENTS
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EXECUTIVE SUMMARY
The Police Department requests approval to use Emergency Communications Replacement Funds to upgrade the City's digital logging recording equipment which has reached the end of its serviceable life. The replacement equipment will provide enhanced telephone and radio recording data collection, archival storage, and simplified records duplication for public, departmental, and subpoenaed recording requests. The equipment will be purchased and installed by Goserco, Inc. utilizing funding from the Emergency Communications Replacement Fund. The proposed agreement with Goserco, Inc. was procured via the California Multiple Award Schedule (CMAS) which meets our city’s purchasing and competitive bidding policies. This upgrade will significantly improve the City's 9-1-1 services to the community.
BACKGROUND
The State of California Public Safety Communications Office encourages the replacement of 9-1-1 telephone systems and related equipment in five-year cycles due to the development of new technologies for public safety operations. The Police Department is in the process of replacing the existing Eventide Nexlog 740 logging recorder system with the Eventide DX digital logging recording system, both from Goserco, Inc. This recording system has significant technological improvements and is designed to comply with the National Emergency Number Association (NENA) standard for the recording of Next Generation 9-1-1 interactions. The Eventide DX logging recorder will securely document and retrieve incidents, comply with regulations, and improve overall police operations.
The current digital recorder equipment is 10 years old and is at the end of its serviceable lifespan. The replacement cost was amortized and funded in the Emergency Communications Replacement Fund (ECRF) over the 10-year life of the current equipment. The amortization schedule includes 3% compound interest to adjust for anticipated cost increases over time, and the savings to date for a new digital recorder total $51,244. Upon purchase and installation, the former equipment will be removed from the ECRF schedule, replaced with the updated version, and a new amortization formula will be applied.
In order to utilize the available funding in the ECRF, a resolution must be adopted by 4/5ths vote which allocates the available amount from the ECRF to the Police Department FY 2023-24 operating budget. The cost of the new equipment is $47,131. The purchasing agreement’s total not to exceed amount of $51,244 includes a contingency for any incidental costs that may occur as part of the installation process, such as troubleshooting physical or compatibility issues that may arise. Upon completion of the equipment installation, any remaining contingency funds will be returned to the ECRF.
Goserco, Inc. has been selected using the CMAS, which creates a pool of suppliers which have been assessed to be fair, reasonable, and competitive for specific products and pricing. The CMAS pool meets the City’s procurement requirements related to competitive bidding.
COORDINATION
The Police Department coordinated the purchase and implementation of the equipment and warranty with the City Attorney's Office, Information Technology, and Financial Services Departments. The Resolution appropriating the funds has been reviewed as to form by the City Attorney’s Office.
FISCAL IMPACT
The cost to purchase the digital recorder equipment is $47,131. The purchasing agreement also includes a $4,113 contingency, for a total not to exceed amount of $51,244. Funding for the purchase is available in the Emergency Communications Replacement Fund (ECRF). A resolution has been prepared authorizing a FY 2023-24 budget modification to appropriate the $51,244 of funds saved in the ECRF for the equipment replacement to the Police Department operating budget to enable the proposed purchase.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Reso - No. CC-2309-096
• Agmt - Goserco, Inc.
• Insurance - Goserco, Inc.