cover
TO: Mayor Thomas J. Weisner
FROM: Kenneth Nelson
DATE: September 16, 2016
SUBJECT:
Request a resolution authorizing the purchase of NICE Digital Voice Logging, Upgrades and Maintenance from Word Systems, Inc. for the 911 Dispatch Center, to support Police and Fire Departments, in an amount not to exceed $243,751.00 over a five year period.
PURPOSE:
In 2009, Word Systems was contracted by the City for the purchase of a NICE Digital Voice Logging system to replace the City's legacy public safety call recording system. The NICE logger was purchased and configured to work in conjunction with the Harris radio and the Patriot 911 telephone systems acquired around the time of opening the new Police facility. NICE’s system logs and records all audio related to answering and dispatching emergency services in the Aurora 911 PSAP (Public Safety Answering Point). After many years of service, the NICE logger now requires upgrades and component replacements. The planned upgrades will allow the NICE logging system to continue to adequately serve Public Safety.
Software upgrades made as part of this update would facilitate a faster turnaround of subpoenas and FOIA requests. Today, requests for audio that are related to receiving and dispatching 911 calls are produced by dispatch and sent to Records for appropriate release. New software from the upgrades will be made accessible to the Records department allowing for faster responses to these requests.
BACKGROUND:
Word Systems, Inc. was the original installer of the system; they have also maintained the system since its installation. In addition, Word Systems has specialized expertise and understanding which allows them to provide support at a high level. With this specific understanding of our installation, we feel they are uniquely qualified to perform the upgrades.
The quote from Word Systems, Inc. includes upgrades and replacements to the existing system, and five years of maintenance and support. Outside of normal maintenance and support are plans for specific upgrades which will be performed over those five years and detailed under the section: “Proposed timeline for upgrades and hardware refresh” of the attached quote. This plan will also add the logging and capture of “Text to 911” data. Upgrade costs will be amortized over the five-year duration, each year’s payment being $48,750.20.
DISCUSSION:
Sufficient funds are available for this purchase in the 2016 budget in the following funds and accounts: 211-1233-419.38-07, 211-1233-419.64-10, and 211-1233-419.64-11 (Wireless 911 Fund) fund transfers into proper account will be performed prior to purchase.
IMPACT STATEMENT:
Components in the existing system have surpassed their usable age. While the system may continue to function in its existing capacity, the ability to support the system in this state has become impossible. Microsoft no longer supports the base operating systems of the clients and servers, and support for the hardware has become undesirably expensive.
Impacts on other Police Divisions are being discussed and planned for within the context of the larger project.
RECOMMENDATIONS:
Request a resolution for approval to make the aforementioned purchase of NICE Digital Voice Logging, Upgrades and Maintenance from Word Systems, Inc. in an amount not to exceed $243,751.00 over a five-year period for the 911 Dispatch Center.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the purchase of NICE Digital Voice Logging, Upgrades and Maintenance from Word Systems, Inc. for the Aurora 911 Dispatch Center in the amount of $243,751.00 over a five-year period from Word Systems, Inc.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the 2016 City Budget provides sufficient funds for this purchase in the amount of $243,751.00 in account no. 211-1233-419.38-07, 211-1233-419.64-10, and 211-1233-419.64-11 (Wireless 911 Fund); and
WHEREAS, pursuant to Aurora Code Section 2-335(a)(3), the desired product is provided by only one source in this situation
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: The City authorizes a resolution for the purchase of NICE Digital Voice Logging, Upgrades and Maintenance for the Aurora 911 Dispatch Center in the amount not to exceed $243,751.00 from Word Systems, Inc. and does hereby further authorize its Purchasing Director to issue the necessary orders to implement purchase of the same.