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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />NOVEMBER 15, 2010 <br />TITLE: <br />CONTRACT AWARD WITH GULEN INC. <br />db a LEGAL TEK FOR DIGITAL AUDIO - <br />VIDEO RECORDING SYSTEM <br />(SPEC. NO. 10 -031) <br />f CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 'I't Reading <br />❑ Ordinance on 2 "d Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Award a contract to Gulen Inc. dba LegalTek for digital audio -video recording system in an amount <br />not to exceed $45,550. <br />DISCUSSION <br />The Police Department maintains recording systems in nine interview rooms to provide permanent <br />documentation of the interview of suspects, citizens and police officials. The current equipment has <br />exceeded its estimated life expectancy and is no longer dependable or produces clear quality <br />recording. Due to budget restraints, five of the nine interview rooms are scheduled for replacement <br />in fiscal year'10 -'11. <br />The notice inviting proposals was advertised on August 12, 2010, and proposals were solicited. A <br />summary of the request for proposal and proposals received is as follows: <br />9 Request for Proposal mailed <br />5 Proposals received <br />Request for proposals were solicited and opened on September 8, 2010 and evaluated in a two - <br />phase process. The two vendors receiving the top point evaluations were asked to make one hour <br />presentation to the evaluation team for final assessment of the function, ease of use and <br />performance of the their equipment. LegalTek recording system provides a Linux recording systems, <br />separate monitors with workstations for each of the five rooms, and video resolution of 720 x 480 for <br />clarity, In addition, audio records at 48 Kilohertz and offers a compressor /limiter as part of the <br />system. All of these marks exceed the equipment operation provided by Precise Digital. As a result, <br />staff recommends LegalTek as providing the best digital audio -video recording system. To allow for <br />unanticipated charges, an additional five percent contingency has been included in the award <br />amount. <br />221 -1 <br />