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Council Meeting October 27, 1998 Santa Monica, California
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation to Approve the Purchase, Delivery and Installation of a
Digital Recording System from Dictaphone
Introduction
This report recommends that the City Council approve the purchase, delivery and
Installation of a digital recording system for the Administration DIvIsion, Fire Department, In
the total amount of $31 ,891 38, Including applicable sales tax
Backaround
ThiS digital recording system Will replace a ten year old analog recorder that prOVides 24
hours per day recording of all Fire Department emergency 911 telephone and radiO
commUnications
Staff evaluated five digital recording systems produced by various manufacturers
Features unique to the Dictaphone system Include continuous real time/date stamping (no
blank spots on tape), record log to prevent tampering, audiO tamper proof data products,
Inaclivlty alarm, tape ejection system that prevents corruption of data, separate hard
dnves for the operating and Instant playback modules, direct playback from archived tape,
bUilt-In backup battery, backup to floppy diSk, and precise dateftlme search capability
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OCT 2 7 1998
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The system manufactured by Dictaphone IS the only system which assures verifiable data
which cannot be altered or corrupted as required by law Dictaphone has not licensed any
distributors to sell the product, equipment can only be purchased directly from them
Ordmance Number 1743 (CCS), Section 5, paragraph 224080 (1) of the Santa MOnica
Municipal Code allows exception to competitive blddmg when services are purchased from
a sole provider Staff has evaluated the quote submitted by Dictaphone and finds that It
meets City specifications Staff Intends to Issue a purchase order to Dictaphone In an
amount not to exceed $31,891 38 to purchase this system
BudgeUFmanclallmpact
Fiscal Year 1998-99 appropriation authority for this purchase IS m the Capital
Improvement Budget, account number 01-730-312-20099-8900-99538, "Digital Recording
System for Communications Center"
Recommendation
It IS recommended that the City Council approve the purchase, delivery and Installation of
a digital recording system from Dictaphone In the amount of $31,891 38, Including
applicable sales tax
Prepared By Pam Wortham, Purchasing Agent
Diane Howell, Buyer
Mike Shields, Communications Supervisor
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