HomeMy WebLinkAbout22I - DIGITAL AUDIO VIDEO RECORDING
REQUEST FOR
COUNCIL ACTION
A
CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY:
NOVEMBER 15, 2010
TITLE: APPROVED
? As Recommended
CONTRACT AWARD WITH GULEN INC. 171 Amended
El Or dinance on 15t Reading
db a LEGAL TEK FOR DIGITAL AUDIO- ? Ordinance on 2"d Reading
VIDEO RECORDING SYSTEM ? Implementing Resolution
(SPEC. NO. 10-031) ? Set Public Hearing For
CONTINUED TO
FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Award a contract to Gulen Inc. dba LegalTek for digital audio-video recording system in an amount
not to exceed $45,550.
II
DISCUSSION
The Police Department maintains recording systems in nine interview rooms to provide permanent
documentation of the interview of suspects, citizens and police officials. The current equipment has
exceeded its estimated life expectancy and is no longer dependable or produces clear quality
recording. Due to budget restraints, five of the nine interview rooms are scheduled for replacement
in fiscal year'10-'11.
The notice inviting proposals was advertised on August 12, 2010, and proposals were solicited. A
summary of the request for proposal and proposals received is as follows:
9 Request for Proposal mailed
5 Proposals received
Request for proposals were solicited and opened on September 8, 2010 and evaluated in a two-
phase process. The two vendors receiving the top point evaluations were asked to make one hour
presentation to the evaluation team for final assessment of the function, ease of use and
performance of the their equipment. LegalTek recording system provides a Linux recording systems,
separate monitors with workstations for each of the five rooms, and video resolution of 720 x 480 for
clarity, In addition, audio records at 48 Kilohertz and offers a compressor/limiter as part of the
system. All of these marks exceed the equipment operation provided by Precise Digital. As a result,
staff recommends LegalTek as providing the best digital audio-video recording system. To allow for
unanticipated charges, an additional five percent contingency has been included in the award
amount.
221-1
Contract Award for Recording System
November 15, 2010
Page 2
FISCAL IMPACT
Funds are available in the Police Department Criminal Activity D.O.J. account (no. 02614450-66400).
APPROVED AS TO FUNDS AND ACCOUNTS:
It A
Paul M. Walters Francisco Gutierrez
Chief of Police Executive Director
Finance & Management Services Agency
KM
221-2
ABSTRACT OF BIDS
CONTRACT AWARD FOR RECORDING SYSTEM (10-031)
EVALUATION IN 2 PHASES: WRITTEN PROPOSAL REVIEW WITH POINT AWARD THEN ORAL PRESENTATION
BY THE VENDORS EARNING THE 2 TOP POINT TOTAL.
VENDOR LEGALTEK PRECISE KDC VERSATILE SIMPLEX
SYSTEM DIGITAL SYSTEMS INFO GRINNELL
LOCATION ANAHEIM LUTZ, FL LOS RIVERSIDE ORANGE
ALAMITOS
TOTAL PTS
OUT OF 100 97.5 92.5 70 67.5 53
PRICING: LEGALTEK PRECISE KDC VERSATILE SIMPLEX
PARTS TOTAL $31,950.00 $21,209.82 $41,765.97 $26,455.00 $59,785.73
FABRICATION $ 850.00
INSTALL/SET UP $ 2,770.00 $16,480.00 $ 5,000.00 $ 6,600.00 $ 9,498.08
SALES TAX/PARTS $ 2,795.63 $ 1,855.86 $ 3,654.52 $ 2,314.81 $ 5,231.25
5-YR WARRANTY $ 5,000.00 $13,227.50
SHIPPING $ 220.00 $ 77.19
PROJECT TTL $43,365.63 $39,765.68 $50,420.49 $48,597.31 $74,592.25
+ 5% CONTINGENCY 2,168.29
TOTAL $45,533.92
TOTAL AWARD $45,550.00
ROUNDED OFF
AWARD TO: GULEN INC., dba LEGALTEK
$45,550.00
Exhibit 1
221-3
221-4