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Home My WebLink About15.A.4. Digital Dictation System CITY OF SHAKOPEE IS.RI. tf Police Department Memorandum CONSENT TO: Honorable Mayor and City Council Mark McNeill, City Administrator FROM: Sgt. Bob Forberg SUBJECT: Digital Dictation System DATE: July 29,2003 INTRODUCTION: The Police Department is seeking authorization to purch~se a digital dictation and transcription system. BACKGROUND: Currently the police department uses a Dictaphone micro-cassette system and large cassette recorders and transcribers. The Dictaphone system was purchased in 1987 and is more than fifteen years old. The system is no longer dependable, the dictation is difficult to manage, and the process no longer serves our needs. A court decision requires that conversations between officers and in-custody-suspects be recorded. Recording interviews is critical in successfully prosecuting cases. Staff has reviewed several products and vendors. Three proposals are attached. BUDGET IMPACT Funds exist in the 2003 Police Budget to pay for the proposed digital dictation system, which have been carried forward from 2001 and 2002. RECOMMENDATION: Staff recommends purchasing a digital dictation - server based system, to include server, software, installation, service, transcription peripherals, and recorders from Northland Business Systems. ACTION REQUESTED: Council should, if they concur, by motion, authorize the purchase of the Winscribe Dictation system, peripherals, and support at a cost not to exceed $24,995 from Northland Business Systems. Received: 7/29/03 3:28PM; 952 894 7903 -> HP LaserJet 3100; Page 2 07/29/2003 15:11 NORTHLR~ BUS SYS ~ 2333811 NO.889 ~002 ~ ~ . ~ -\ ~ -t' ~ ~ 0 {!! ~ ~ f'<)~~ I ~ .\. \J' \l' \> "> Q Q ~- ~ 1ft ~ cr ~.E ..... - Q. 2 '-> i <:)- .... V ..J VJ - --..... I\l ~-Q~O--.J-e >-'id{~ ~~~ I ~J t,~ ~ ~ V) Shakopee Police Dept. ~....... ,~ ~ It) ~ ~ f f Proposal For Die:ital Dictation System !{'A ~ \'l\\ ~ . "'-! ~ '(] 'IJ < Presented by Steve Potas f:' Quantitv Description Total L I WinScribe Server with RAID V ConfiguMion-Rad< MoWlt $ 6,648.12 To include: 5,000 Hours of Audio Storage, DVD Archive Drive, WindoV(s 2000 Server License SERVER SPEClFICATIONS ATTACHED 1 WinScribe Version 3~3 Operating Software $ 1,000.00 5 WinScribe:Typist Licenses @ $1,400.00 Ea. $ 7,000.00 To include: Headsets and Foot Pedals 13 Olympus DS-3000 Digital Recorders @ $330.00 Ea $ 4,290.00 Northland Business Systems is the only authorized dealer and serviee eenter For Olympus products. We stoek parts and provide loaners whenever needed. I 13 TCM-50B Lapel Microphones @ $34.00 Ea. $ 442.00 13 Olympus 64MB Smatt Media Cards @ $36.00 Ea. $ 468.00 ; 1 eM-I 8 Conference Microphone $ 59.00 I 4 Telephone Record Modules @ $35.00 ea. $ 140.00 1 ACAdapter-83l $ 29.00 ! 1 Setup, Training, and Installation @$120.00 I (Estimated time l6 hours) $ 1,920.00 Includes setup for. S -Typist Stations I 2 -System Managers Station 13 -Download/bnport Station for DS3000-CD & Cable installed by customer. Configuration done by Northland. Free Training for all new employees 1 I Quality Assurance Maintenance Contract $ 1,520.00 Service: Monday - Friday, Sam - 5pm Four hour response time to all service calls TOTAL INVESTMENT WITH TAX $ 24,995.00 I I QuaIity Assurance program includes telephone and on-site service and support, along with hardware @ replacement and software upgrades. Service is available Monday - Friday, from SAM to SPM. 1'1l. 24 x 7 Maintenance Contracts are also available. I Received: 7/29/03 2:21PM; 952 894 7903 -> HP LaserJet 3100; Page 3 07/29/2003 14:03 NORTHLAND BUS SYS ~ 2333811 NO. 888 GJ003 WinScribe Digital Dictation Voice Server With over 4000 Hours of Redundant Voice Storage Includes: . ATX Blaek Midtower Case . ATX P4 845E 8478 AGP4x LAN OOR 6PCI NIC . Intel CPU P42.2GHz . 512MB 266M Hz DCR Memory . Floppy 3.5" 1.44MB . COROM EIDE 52x Int. . 2. Barracuda AT A IV 80GB AT Af1 00 . RAID Level 1 configuiration . RAID Controller AT A Adaptec 2400A . US Rob. 56K V.92 OIF Int PCI . ATI Radeon 1200 64MB SDR AGP4X 2Dl3D Video . WindOWS 2000 Pro OEM . keyboard/Mouse PS/2 Black Total .00 Received: 7/29/03 9:04AM; 952 894 7903 -> HP LaserJet 3100; Page 5 07/29/2003 08:45 NORTHLAND BUS SYS 7 2333811 NO. 863 [;1005 . I OPTIONS: I . . PC Author To include the Philips Speech Mike @ $330.00 Ea. ( Plus installation) . 4 - Port Audio Card and Software license $ 3,400.00 System pricing is good for thirty (30) days from date of proposal Accepted by: Signed Name: , - Title: Printed Name: Date: , I r I i . CUSTOMER MAINTENANCE AGREEMENT FOR WINSCRIBE DICTATION SYSTEMS NORTHLAND BUSINESS SYSTEMS, INC. 1606 E. CLIFF RD. BURNSVILLE, MN 55337 PHONE: (952) 894-4204 FOR PERIOD FROM 0/0/03 TO 0/00/03 Customer hereby authorizes Northland to render complete repair and service to customer's office equipment listed on agreement. This agreement shall be in effect for a period of one year as listed above. The contract price provides for replacement parts and labor for the period of one year when needed. The dealer will provide and install New Server and Client Software as it is released by WinScribe Inc. The dealer will replace any parts found to be defective, or which have become worn and require replacement as the result of normal use ofthe equipment at no charge (during normal business hours) except for Storage media, headsets and batteries. The operating software (i.e. Olympus, WinScribe) is the only software covered under this agreement. Addressing problems resulting from other software will be billed on a time and material basis. The maintenance agreement contract does not include damages due to carelessness, improper handling or damages caused by fire, lightning, flood, riots, or acts of God. The transfer of any equipment covered by this agreement to a location outside Northland's normal servicing area (Seven county metro area) will exclude it from the terms of this agreement. Any machines transferred to another location within Northland's servicing area and under this agreement will continue to be covered. New equipment purchased by the customer from Northland will, upon customer approval, be added to this agreement and a pro rate unit charge for this equipment shall be established based on the remaining term of this agreement AGREEMENT APPROVED AND ACCEPTED ON THIS DAY OF 20 NORTHLAND BUSINESS SYSTEMS 1606 East Cliff Road Burnsville, MN 55337 :XXXXXXXXXXXXXXXXXXXXXXX AUTHORIZED SIGNATURE & TITLE AUTHORIZED SIGNATURE & TITLE (/Z:) ('- '/4 P E: .:;; A CI(~ {./ P L . ~- X \' - -1a Lk -\!r' ~r,"'. ~V; ~ ;! ~......,. '- /" r.""".- ~'\ 0:.. t i Q, - L;( ./- loV!./:../ .., .~~ -'-_/ '~o"V ' ~ \[; ~ "\. ' ~ ~_ ILoffler Digital Dictation Proposal for Shakopee Police Department ~, "~ ~ ~~ '2/19/03 ~ ~ ,~i ~ ~ 1 ~ ~ i DVI Series LDigital System Cabinet, Port Slots: 2 ISA, 2 PCl. ( ,'~ \. Include/1000 pours Redundant, Pentium 600 or better, 128 MB 20 GB IDE ______ .\:+; 1'" ~ ' ,Hard Drives with controller for redundancy and DVI Server Software. 56K VJ _ -. \~ " moden: wIPe Anywhere32 Host. Operating System consists of ~~ , . j ~ MS/Wmdows 2000 Server. Includes CD-Rom, keyboard, Mouse, and ;2j ~ Floppy, and Mid-Tower Case. Also includes UPS-I.) \J ~ , Government rate---------$6995.00 ""\_ .v" ~ '1\ ~ \ -.D --.......... J ~ " '9: '" "I '~ 1-4PCIKIT -4 Port PCI Card with Software. ~ ~ ~ ,~ i u Governmentrate--------$7000.00 ' ::> -"" ~ ~'~ ~ ~ .:: ~ - 1 5- DVI V 0100 Wave Transcription Software Packages, including Voice Wave ,fl '-:::: _ License and headset and f()ot ,control-$1000.00 each x 5= $5000.00 ~, , ~ '" ," _ 2't_ . , 'SJ ..' tv ~ 03 R~AA..v:)"'-Gh" ("', \i' ~, 4- DVI V olce Wave Dictate Pac~es, including Philips USB Speechmike- '" ~ ---J ~ ~ $599.00eachx4-$23~6.00 ~~ ~ ) ~ I2-0lympus DS-3000 Digital Portable Recorders-$299.00 x l2~$3588.00 ~ 1 ;;.: > ,j \IS" '\ \: ..J ~ ~ I-Gear Export Utility( downloads and converts files from digital handheld ~--.2 '1 ~~\ ,:::s onto the DVI Server)-$299.00 t'( .f ~ ~~~ --~ ~ ~ 'f -< Subtotal-$25,278.00 + tax ~ <i:) _ ~ ~~ ~~~ t :i:l l Installation and Training-$2200.00~ ,; t: ~ - \i} - ,~ -\ v~ \ j'J-- Total Investment-$27,478.00 + tax ~ 'x '-t:r;:;fJ,' 1 L ' ~ ,t- I '/ ' .~ \j f>~-~.? --Annual Maintenance 8 to 5 Monday through Friday-$2780.00 " ~~ _~ rl} ~ ~ ~--C j.'~ Qj . - ',.., \f .' OptIons . U .;:j ':v( ~ ,<:: h O'p rx" ~ DVI 4060 Dictate Stations-$900.00 each ~ ';;; ';;- '- { (~ 9.J \"" 5...0' Cr 1 ) ~- PDC-2 Telephone Adapters-$30.00 each 0::. '1' '}1' uU Proposal firm until 4/30/03 l j"J Cl'~ { -r M 'f. R \ c.. "-- a".~ ~~,~ , "....... ,~ "'-. :......,. Loffler Digital Dictation Proposal #1 for Shakopee Police -, Department '. -'. Proposal #1 2/24/03 ....~~ ...~ DVI Series 1 Digital System Cabinet, with Raid 1 configuration, Port Slots: \j" 2 IS A, 2 PCl. . (ib -,. v) Include 1000 hours Redundant, Pentium 600 or better, 128 MB 20 GB IDE -Vp- -, Hard Drives with controller for redundancy and DVI Server Software. 56K ':) y modem w/P=CpAnywher~32 Host. Operating System consists of ~t- ):~. MS~ows 2000 Server. Includes CD-Rom, keyboard, Mouse, and U:"iJ ~, ::,. Floppy, and Mid-Tower Case. Also includes UPS-I. " ,. Government rate---------$6995.00 fhof1 e ~ I fl'l e. - . )N6E65 A-r L6AS.,. /~ 70 ~ 1-4PCIKIT-4Port PCl Card wIth Software. A Glt VAT E --bu + only c. '" j"Yl-1'" S -i '" " .:. Government rate---------$7000.00 ij-13LOGC.. " ~ ~J 5-DVI VoiceWave Transcription Software Packages, including VoiceWave '{ ~ .' License and headset and foot control-$IOOO.OO each x 5= $5000.00 v b, w \ ""vb 0f\ 'o\Q..,. ~ \' 12-0lympus DS-3000 Digital Portable Recorders-$299.00 x 12=$3588.00 \.;\ I-Gear Export Utility(downloads and converts files from digital handheld 7i\[,,"~(~5~ ~ -e \ onto the DVI Server)-$299.00 ...1h.t: i.co{d.e-~ >- 'I'- f()( { ~ '" Subtotal-$22,882.00 tr '-':::~ '... .... "-. ~ ~ Less DVI 1 st Quarter 5% Discount Promotion-$ll45.00 --", ~ ....." ... ''to- \;;- ~ ~ New Subtotal-$2l,737.00 't \>r-. ~ '>- \.J C)r\ \'1 \;Q,'j ... \) ::::: Installation and Training-$2200.00 --rr.ts b \d.9 ~ " I' .u '\() )( ~~ cd ;::;,.... _~ R: ,,0 Total Investment-$23,937.00 d fV.r. ....' ~ _ -rh15) .......cl vde;;; '*Annual Maintenance 8 to 5 Monday through Friday-$2517.00- so.f="'-ft..vQ fe- uF9ra.d-es *Loffler and DVI System come with a 90-day warranty on parts and labor q:v1.~ Y'-e.t'ICl('~1%; c>-F -.j2q l-J i<1-"( CQI1 Options ~ . }' NO W\oli Y\\--~.JV,-OUy\. C-<2: +V\~Y\ :rJb-~ F~.f \-,0 v'~ + -J-ra,. \J-e \ --;' I Q.., ~ '"' <$" cO "\Cv{'O ~ t:J....,.. / .\ p~c V\-E 5-e \(\1 \ c~ .:ELf /5 Jl'f'\" r- u .} ~ S 01' =- . .5 p,.e.A(