R96-81 ACCEPTING THE BID - Laserfiche WebLink

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11�Iemorandtcm To: Commander.1.IichaellLfowen, Decatur Police Department From: Frank Orr, :l�lanagement Services Department Date: 06/26/1996 Subject: Recording System Equipment I have concluded my analysis of competi.ng altematives to meet the requirement to modernize the call log�in� and recording capabilities in the Communications Center in order to properly interface with the proposed di�ital telephone system up�rade. The competin� vendor proposals have been sent to you under separate cover. I recommend the followinQ: 1. That you maintain the same manufacturer for both the log?in; and call check recorders. This will assist in troubleshootin� any maintenance problems, will limit the costs for maintenance/repair over the life of the equipment and should ensure any required connectivity between the two systems. 2. That you select the Dictaphone Option #2 for a total cost of$71,440.00 over the lower priced Seltronics proposal that has a price of$68,200.00. The Dictaphone Option proposal uses a DDS-1 format that is completely acceptable for your intended use. The more current DDS-2 format(Dictaphone's ori�inal proposal) would a11ow you . to store more i.nformation on a single DAT cassette but it is not worth spending the additional $18,334,00 to obtain that capacity. The weekly traffic of the Center should still fit on a single DAT cassette that costs in the area of$20.00. The Dictaphone Option �2 proposal includes an optional 320 hour hard drive and also Dictaphone's Service Response Network that is usually individually priced for appro�mately $3,000.00 at no extra charge. The Service Response System is an enhanced service feature that allows a Dictaphone service center to be informed of system malfunctions as they occur. The primary reason for my recommendation to accept Dictaphone's proposal over Seltronics' centers around the issue of service. Simply, Dictaphone ma.intains full factory trained service centers in St. Louis, Nlissouri, Springfield, Illinois, Bloomington, Illinois and Champaign, Illinois. Seltronics indicated that they planned to use Specialized Office Services in Springfield, Illinois to service their equipment if purchased by the City of Decatur. I made an unannounced visit to their facility at 2755 South llth Street in Spri.ngfield and found they did not employ any personnel that were capable of servicing a PC (the recording system is PC based), they did not (;vt e./ o�