95-1073(�� . e^°.
' 1.1E�il:.�i!'���
CITY
Presented By:
Referred To:
WHEREAS, the Saint Pau1 Police Department desires to purchase and install a new Digital Communication
Logging Recorder system in the amount of $80,000, and
WHEREAS, the Emergency Communications Center is currently using analog logging recorder equipment to record
telephone and radio caHs which is no longer reiiable, and
WHEARAS, a digital logging recorder would improve reliability and offer additional operating features. The
purchase of this equipment qualifies as a purchase out of the E911 distribution received from the State, and
WHEREAS, The Mayor pursuant to Section 10.07.1 of the Charter of the City of Saint Paul, does certify that
there are available for appropriation funds in excess of those estimated in the 1995 budget; and
WHEREAS, The Mayor recommends that the following addition be made to the 1995 budget:
FINANCING PLAN CURRENT BUDGET CHANGES AMENDED BUDGET
1
2
3
4
5
6
7
8
9
10
11
72
13
74
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
436 - Police Speciai Projects
34911 - Enhanced 911 System
4099 - Fees - N.O. C.
All Other Fund Financing
SPENDING PLAN
Committee: Date
0
1,281,388
1,281,388
:i ���
�
.� ���
80,000
1,281,388
1,361,388
436 - Police Special Projects
349� 1- Enhanced 911 System
0848 - Other - Specialized Equipment 0 50,000 80,000
AIIOtherFundSpending 1,281,388 0 1,281,388
1,281,388 80,000 1,361,388
THEREFpRE BE IT RESOLVED, That the City Council approves these changes to the 1995 budget.
Requested by De�aa[rt�nt of:
�
Adopted by Councii: Date }y,„ �`� lqqs
Adoption Certified by Counal Secretary
Approved by
By:
Date
RESOLUTtON
SAINT PAUL, �11�
Council Rfe #
Green Sheet #
`[S -10�3
�l
15
�
Recommended
� �
for
Director:
C087095A
, . T _ - , � '� `t5 -10�3
OEPARTMEPNiiCFJCpUNCIL °"$ �3R�95 GREEN SHEE �° 31479
GONTACT PERSON & AHONE INITIAVDATE INITIAUDATE
DEPARTMENT DIflECTOR CY1Y COUNCIL
Ghief r'1RS1Ey ASSIGN pTTORNEY CITYCLERK
NUYBERFOR
MUST BE ON CqUNd� ACaENDA BY (DATE) pOVfING BUDGET DIRECTOR FlN. & MGT. SERVICES DIR.
ORDER MAYOR(ORASSISTAPfT)
TOTAL # QF StGNATURE PAGES (CUP ALI. IOCATIONS FOR SIGNATURE)
ACTION REQUESTED:
Budget authority to purchase and install a new Digital Comnunication Logging Recorder
system.
RECOMMENDATIONS: Approve (A) or Reiact (R) pERSONAL SERVICE CONTRACTS MUST ANSWER THE FOLLOWING QUESTIONS:
_ PLANNWG CAMMISS�ON _ GVIL SEAVICE COMMISSION �� Has this personRirm ever worketl under a contract for Mis tlepartment? -
_ CIB COMMIITEE YES NO
_ STAFF 2. Has this person/Iirm ever been a city employee?
— YES NO
_ oiSiAiCi COUeT _ 3. Does this personHirm possess a skill not normall �
y possessed hy any curcent city employce.
SUPPORTSWNICHCOUNCIlO&IECTIVE? YES NO
Expla{n af1 yes answers on seperate sheet and attacfi to green sheet
INITIATMIG GROBLEM,ISSUE, OPPORTUWTY (W1w, Whet. Wfien, Where. Why)'
The analog logging recorder equipment currently used in the Energency Communications
Center to record telephone and radio calls is no longer reliable an - �� o be
replaced.
:AUG 3Q 199�
;.; `�,�; �e ,? y�
ADVANTAGES IF APPROVED:
A digital Logging recorder would inprove reliability and offer additional operating
features.
The purchase of this equipment qualifies for payment out of the E911 maintenance funds
that are received from the State.
DISADVANTAGES IF APPROVED�
s `x. �e+}' •
None , �av�<:,�� , .
��J� � � 1�95
DISADVANTACaES IF NOTAPPROVED:
Continued reliance on the existing equipment will lead to an increase in maintenance
costs and nay lead to the loss of critical ca11 inforr.iation.
TO7AL AMOUNT OFTpANSACTION $ 80�000 COST/REVENUE BUDGETED(CIRCLE ONE) YES NO
FUNDINaSOURCE E911 maint2nanCe funds pCTIVI7YNUMBEH � 1 l��
FINe1NC1ALINFORMATI�N:(E%PWN) received from the State
,i .�
95
REQUEST FOR PROPOSAL
DIGITAL CONII�!(JNICATION LOGGING
RECORDER AND ARCAIVING SYSTEM
, .,
95
REQUEST FOR PROPOSALS
This invitation is issued for the purpose of establishing a
contract to supply the 5aint Paul Police Department with the
commodity or service stated herein.
Project: Procurement of a digital communication
logging recorder and archiving system to
include installation, training and
maintenance.
Proposals Due:
Contract Period:
Project Procurement
Agency:
Froject P,dministrator
and Coordinator:
August 31, 1995
For 90 days from date of award
St. Paul-Ramsey County Joint
Purchasing Office
Richard Dugan
Lt. Commander
Direct RFP Questions Howard Horrmann
to: Acting Supt., CSM LSnit
St. Paul Police Department
100 East 11th Street
St. Paul, MN 55101
Direct Proaedural Lee Athmann
Questions: Buyer
St. Paul-Ramsey County Joint Purchasing
Office
Room 280 City Hall, Court House
15 West Kellogg Boulevard
St. Paul, MN 55102-1674
, . „
TABLE OF CONTENTS
Introduction . . . . . . .
General Conditions . . . .
Detail Specifications. . .
Itemized Proposal. . . . .
. Paae 1
. Page 2
. Page 14
. Page 19
.� ..
Introduction 9 5 ' � � � �
The St. Paul Police Department (City) wishes to replace its present
24 hour reel to reel recorder logging system. This system is used
to record all emergency telephone and radio communications in the
Emergency Communications Center. This request for proposal is being
offered jointly with one from the Ramsey County Sheriff's office.
It is the intent of both proposals that the two systems would be
capable of operating as single combined system if desired by the
City and County.
It is the desire of both agencies that the new replacement systems
maximize use of current technology to provide efficient, reliable,
flexible and cost effective systems.
Award or Rejection of Proposal
The contract will be awarded to the proposer who best satisfies the
requirements listed herein, provided that the proposal is in the
best interest of the City. An evaluation committee, chosen by the
City, shall be the sole judge of the proposer's qualifications and
whether the proposal is in the City's best interest.
The City reserves the right to accept or reject any or all
proposals or parts of proposals and to waive any defects or
informalities or to advertise tor new bids where the acceptance,
rejection, waiving or advertising of such would, in the sole
judgement of the City appear to be in the best interest of the
City.
Evaluation Criteria
After a preliminary evaluation of all proposals has been completed,
the evaluation committee may require proposers to appear before the
committee, for the purpose of obtaining explanation for any points
not clearly understood. Upon completion of this process, a formal
evaluation o£ the proposals will be performed by the committee.
The six areas of evaluation are:
, �
a. Contractor Qualifications
b. System Design, Features and Benefits
c. System Reliability
d. Equipment Cost
e. Maintenance Ca�t
f. Completeness and Clarity of Proposal
Page 1
.,
95-1073
PROPOSAL SPECIFICATIONS
GENERAL CONDITIONS
EXCEPTIONS
Any exceptions taken to the requirements or specifications shall be
so noted, with an explanation, in writing. 1 n h
C�i y understands the propo5als as submitted to be fu11Y compliant
in all areas and wi11 ex�ect same upon award of contract. Exception
shall be identified by page and paragraph or item ntuaber.
PROJECT KNOWLEDGE
a. Site Examination
The bidder shall visit the premises, carefully examine same to
become familiar with existing conditions at the time of
submitting the proposal, as no claim for extras will be
allowed for any work which could have been foreseen by the
bidder and included in the proposal at the time of submitting
same.
b. Comnlementar� Documents
All submitted contract documents are complementary and what is
called for by one shall be as binding as if called for by all.
The intent of the contract documents is to include in the
contract prices the cost of all labor, material, tools, plant,
equipment, transportation, and all other expenses as may be
necessary for the proper execution and completion of the work.
c. O ion
Any person who plans to bid on the project may submit to the
City a written request for interpretation of any part of the
specifications or contract documents. Requests for
interpretation shall be made not less than ten days prior to
the opening of bids. Arry in�terpretation will be in writing
and furnished to each person of record receiving
specifications for bidding. The City will not be responsible
for any other explanation or interpretation.
Page 2
,. . ,
BID ACCEPTANCE
a. TimP
�
c
�
e.
f
95-�.Q73
All bids must be in the hands of the City or it's
representatives on or before the time set for receiving bids.
��.-.._
A11 bids sha11 include any addenda issued during the time of
advertising for bids, the same as though it had been included
in the original specifications.
�
Partial bids will not be considered.
Copies Required
Four (9) copies of every proposal, exhibit and attachment
shall be furnished, except the Bid Security. Only the Bid
Security shall be furnished in original copy.
Errors
The bid shall be written in ink or typed. An error may be
crossed out or struck aver and the correct legend entered,
provided the correction is ini.tialed by the person(s) signing
the bid. In case of difference between written words and
figures on the proposal, the written word shall govern. In
case of discrepancy, between unit and extended price, the unit
price sha11 govern.
Proposal Forms
All bids shall be on proposal forms provided or photo copies
thereof.
COM[�NCEMENT OF WORK
a. tice
The Contractor shall commence work upon receipt of mailed
Purchase Order Contract. The mailing date shall be the project
start date.
. .� . �. .
Before ordering any material or doing any work, the Contractor
shall verify all information and measurements at the site and
Page 3
, .,
c
shall be responsible
which may be found,
consideration before
Time for Com�l � o
95-�,073
for correctness of same. Any differences
sha11 be submitted to the City for
proceeding with the work.
All work including test of the finished project, shall be
complete within the consecutive number of calendar days
specified.
CONTRACTOR S,UALIFICATIOATS
Each respondent of this request for proposals shall furnish
evidence satisfactory to the City that the bidder has the necessary
facilities, ability, experience and financial resources to perform
the contract. Also, a list of at least three users of equipment
similar to that proposed here where the bidder has both furnished
and installed the apparatus. Included with the list, shall be the
name, address, and telephone number of a cognizant official
familiar with the cited project.
If subcontractors are to be used, a similar list shall be furnished
for each subcontractor. No reference shall be given for projects
not completed or projects completed more than three years previous
to the bid opening date. If a contract is awarded to the Bidder,
the subcontractor list may not be amended without written
permission of the City.
ITEMS TO BE FURNZSHED BY THE OWNER
a. Permits and other operating authority.
b. 120 VAC, 60 Hz commercial power in the general vicinity of
each equipment location. Local connection to distribution
panels may be required.
MA.70R ITEMS TO BE F[3RI3ISHED BY THE BIDDER
a. This bid shall include, but is not necessarily limited to
providing all items specified. All other items required shall
be furnished and installed to provide a complete functional
system as intended by these speciPications. Required exhibits
and work sheets shall be considered part of the bid.
Page 4
9�-1073
b. In addition, aPter contract award, the Contractor shall
provide the following services.
1) Furnish, install, test and place system into
service.
2) Provide necessary equipment and perform acceptance tests
to prove equipment is operating as required. Tests sha11
he conducted in the presence of the City representatives
at a time mutually convenient for both parties.
3) Provide written record of such tests to the City plus any
other evidence indicative of contract compliance.
4) Instruct City personnel in equipment operation and
maintenance.
5) Furnish all parts and labor, including travel and test
equipment required for complete maintenance of the system
for one year from date of acceptance by the City.
DATA TO ACCOMPANY BIDS
Four (4) copies of all items referenced below shall be furnished,
unless otherwise noted.
a) Price proposal includinq accompanying schedules.
b) Bid bond or check (four (4) not required).
c) Complete list of all equipment to be furnished, organized by
number, including catalog sheets and specifications.
d) Functional block diagram of the total system showing principal
items of equipment.
e) Length of time equipment has been in production and similar
installations.
f) Al1 material required to satisfy "Contractor Qualifications"
above.
g) Name and address of each proposed subcontractor, if any,
together with that part of the work proposed to be
subcontracted and list of subcontractor references.
h) Equipment/functionalitylfeature inclusion form.
Page 5
I J �.L O 1 �
STANDARDS
A11 equipment shall be designed, built and tested to comply with
recognized standards as established by:
a) American Standards Association (ASA)
b) American Society of Testinq and Materials (ASTM)
c) Institute of electrical and Electronic Engineers (IEEE)
d) National Electrical Manufacturers Association (NEMA)
e) National Fire Protection Association (NFPA)
f) Electronic Industries Association (EIA)
g) Federal Communications Commission (FCC)
Where minimum standards or performance criteria are set forth, no
compromise of these standards or performance criteria will be
considered. Where specific standards are not mentioned, the Bidder
will be expected to incorporate equipment and methods consistent
with reliability and performance elsewhere specified. FCC
approval, where required, shall be in hand before bidding.
SCHEDULE OF WORK
The Contractor shall so schedule work so as to not interrupt the
daily routine of other functions in the building in which work is
to be done and shall coordir�ate with proper authorities. The
Contractor shall coordinate his work schedule with the City and
other Contractor(s) to minimize conflict. The Contractor is
expected to cooperate with others and make his installation and
test schedules known far enough in advance that others may plan
their work in an orderly fashion.
M�:�3`iYi►ViY7�5:i�, i�K•7��Q�-+I��i�5.i7 �T��i����
All installations are to be macle in a neat and workmanlike manner.
Each installation is not specified in every detail. Rather, the
Contractor shall be required to use workers experienced in their
trades who can follow the itemized procedures of these
specifications to produce a finished communications system which is
a credit to both the Contractor and the City.
Power wiring to equipment shall be made in conduit unless
instructed to make connection to a wall receptacle in which case a
cord and plug is implied. Three wire service shall always be
provided where the third wire is ground of the electrical
distribution system. A11 wirinq sha11 meet requirements of the
National Electrical Code.
Page 6
. .. . .
95-1073
Recordings of the existing logging recorder systems shall be
continued and maintained throughout the installation and system
testing period. The Contractor shall work with City to produce a
plan for this process.
INSTRUCTION MANIJALS AND PARTS LISTS
a) Furnish at final acceptance of the system, one complete and
final copy of instruction and maintenance manual for each item
of equipment furnished by the Contractor. All manuals shall
reflect the equipment and system "as built". Instruction
manuals shall be prepared so as to be easily understandable by
any technician familiar with similar equipment and accessories
but having no specific knowledge of this system or equipment
proposed by the Bidder. Instruction manuals are to include
the following information:
1) Tab1e of Contents. '
2) Summary: Technical summary of the equipment.
3) Safety NotiCe: A safety notice shall be prominently
displayed and shall indicate all safety precautions to be
taken by personnel and employed, in the installation or
maintenance of the equipment.
4) Specifications for each unit of the system.
5) System drawings, comprising detailed drawings applicable
to the system and showing connection points to the City's
equipment terminations.
6) Parts lists with identification symbols or part numbers
for all replaceable parts and assemblies. Parts 1ist5
shall include technical description of parts to aid in
ease of procurement.
b) The text of the instruction book shall include:
1) Description: Which shall contain a qeneral descrigtion
of the unit, followed by a detailed description and
discussion of the mechanical construction and electrical
theory of operation of the subject unit.
2) Installation: Which shall cover the installation of the
subject unit. It shall contain instruction for
unpacking, positioning, and wiring the unit and the
installation ancl wiring of any separately crated
components, and optimization of system performance.
Page 7
95-�073
3) Operation: Which shall outline and describe in detail
all adjustments, checks, and tests required to place the
subject unit in a satisfactory operation. Instructions
and information regarding the limitations of the
equipment shall be given, especially in connection with
components likely to be damaged by improper adjustments.
4) Maintenance: Which shall be devoted primarily to
maintenance of the equipment and shall give detailed
instructions for its inspection and repair. A table
shall be included showing routine inspections and tests
which are required to assure continuity of service. This
section sha11 contain a list of possible troubles,
together with their remedies, and a display of the normal
voltages and currents for various items, over their
limitations of the equipment shall be given, especially
in connection with components likely to be damaged by
improver adjustments.
c) Bind each Instruction Manual in durable cover including a
folder envelope for drawings.
d) In addition to schematics, etc., the manuals shall contain
theory of operation of all active devices in sufficient detail
to facilitate servicing. The bidder shall include a bid
sample of complete manuals from an installation of similar
size and scope for purpose.
a) The Contractor sha11 guarantee a11 materials, worlrnianship, and
the successful operatio'n of all equipment and apparatus
installed by him, for a period of one year from date of final
acceptance by the Owner of the whole work. If any defect or
malfunction occurs within the first year following acceptance,
the Contractor shall repair or replace the defective unit at
his sole cost and expense. This service shall be provided on
a 24-hour 7 days a week basis during the 1 year p�riod.
Service response shall be within 2 hours on a major system
failure and within 24 hours on minor failure. A written log
shall be furnished the City detailing the maintenance, and
test procedures conducted on the equipment during the 1 year
unconditional guarantee period.
b� If it appears that within one year from date o£ completion,
the equipment does not meet the warrant specified including
repeated failures of the same component or unit, the
Contractor shall thereupon correct any defect, including
nonconformance with the specifications by either repairinq or
replacing the defective part or parts.
.�
95
c) The Contractor shall warrant to the City that the equipment to
be delivered, shall conform to the specifications and be free
from defects in materials and wor)ananship. The foregoing
warranty is exclusive of all other warranties whether written,
oral or implied.
d) In addition, the Contractor shall guarantee the system for the
following conditions:
1) Free from imperfections in desiqn, materials, software or
construction which would create hazards, operational
difficulties, or failure to meet specified performance
quality.
2) Capable of continuous and satisfactory performance under
normal operating conditions at specified equipment rating
and capacity.
e) The Contractor shall maintain a stock of replacement parts for
each item included in this equipment and shall be in a
position to promptly replace these parts as may be required
for a period of seven years. The Contractor shall also
provide these replacement parts at the same or better pricing
level, he extends to commercial service aqencies. An after-
hours and weekends emergency parts service telephone number
shall be provided.
f) The Contractor shall, on combining the equipment supplied with
the materials and services provided by the City, guarantee a
completely operational communications system.
RECOtM1ENDED SPAAF'�S
The bidder sha11 include an exhibit with his bid listing
description and quantity of recommended spare parts, modules and
chassis to support his equipment on a self-maintained basis by the
City. This list shall include unique items such as card extenders,
patch cables or other proprietary parts to facilitate maintenance
work. The list shall include the price for each recommended item.
All contracts shall be made and set forth in writing and sha11 be
signed on behalf of the City by the proper officials thereof and
with the formalities required by the governing statutes regulating
any particular corporation involved. The contract shall be so
conditioned that it shall provide for retention of 15� of the
amount of the contract until the contract shall be fully executed
and the improvement completed according to Specifications.
Page 9
I � r � p I �
PAYMENTS
The City plans to purchase this equipment with funds that are
received from the State of Minnesota for maintaining E911 answering
equipment. These funds are being received on a monthly basis and
are being held in a special account. If the cost of the selected
system exceeds the amount of funds available at the time of bid
acceptance the City will need to either negotiate payment terms
with the selected vendor or delay the issuance of a purchase order
until sufficient funds are available. The following payment
guidelines would be replaced by any negotiated payment terms.
a) Payments to the extent of the value of the work done and
materials furnished, less amounts retained as previously
indicated, shall be made as soon after the end of the month
following the beginning of the work, as it is consistent with
the time required to make the payment through regular
channels, and at the end of each month during the process of
contraction. None of such payments, however, shall be held to
constitute an acceptance, in whole or in part, by the City
prior to making of the final payment and acceptance in full
completion of the contract.
b) Final payment of all sums�due to the Contractor shall be made
within thirty days after the completion and acceptance of the
public improvement by the City.
•- � � :• .
a) The Contractor shall, before a contract is signed or purchase
order issued, furnish surety satisfactory to the Owner in an
amount not'less than the contract price, for the faithful
performance of the contract, with the additional obligation
that such contractor shall promptly pay all persons supplying
him labor or material in the prosecution of work provided for
in the contract. Such performance and payment bond shall be
furnished separately to the City within ten days after receipt
oP mailed letter Intent to Award Contract. Failure on the
part of the bidder to furnish such bond in the time stated
shall be cause for consideration by the City of awarding the
ont ct o an h i er th reten io f t bi
deposit.
b) In case of a partnership contract, each partner must sign the
bond.
Page 10
95-1073
BIDS
a) Each bid must be accompanied by a certified check for five
percent (5�) of the amount of the bid including all add
alternates, such check to be certified and payable to the City
as a guarantee that such bidder will enter into a contract
with the City in accordance with the terms of the letting and
bid, in case such bidder be awarded the contract. Bid bonds
are acceptable as bid security under these specifications, see
next paragraph.
b) Bid Bonds: In lieu of a certified check as a bid guarantee,
a bid bond of five percent (5�) of the total amount of the
bid, including all add alternates, may be furnished by the
Contractor. Such bond to be issued by a surety authorized
to do business in this State. Such bond shall be payable to
the City as guarantee that such bidder will enter into a
contract with the City in accordance with the terms of such
letting and bid in case such bidder be awarded the contract.
c) No bidder shall be required, either in the Advertisement for
Bids or otherwise, to leave the certified check or other
guarantee posted for a period longer than sixty (60} days if
the bid is not accepted.
d) The certified checks or bid bonds of all unsuccessful bidders
shall be returned within 60 days and not more than sixty (60)
days shall elapse between the time of the opening of bids and
either the acceptance oP a bid or the rejection of all bids
presented.
e) Any bid may be removed from consideration by letter or by
telegraphic communication or in person before the time
specified in the advertisement thereof. Bids may be modified
by mail or be a telegraphic notice received at the place
designated in the invitation to bid not later than the time
set for the opening of bids. Telegraphic modification shall
not reveal the bid price but shall provide the addition or
subtraction of the modification so that the final prices or
terms will not be known to the City until the sealed bid is
opened. Any telegraphic modification may not be withdrawn
after the time set for the opening of bids. Teleqraphic
modifications must be confirmed in writing by the successful
bidder before award of the contract. No bid made shall be
changed or altered by telephone. No oral changes, alterations
or conditions will be accepted under any circumstance.
Page 11
INSI7RANCE
95 r � d �°
The Contractor shall not commence work under this contract until he
has obtained all the insurance required under this paragraph and
such insurance has been approved by the City, nor shall the
Contractor allow any Subcontractor to commence work on the
subcontract until the insurance required of the subcontractor has
been so obtained and approved. Each Contractor and Subcontractor
shall maintain for the life of the contract, Workmen's
Compensation, Public Liability and Property Damage Insurance and
Automobile and Truck Insurance as will protect the Contractor from
all claims which may arise from operations under this contract
whether such operations be by the Contractor or by any
Subcontractor or any one directly or indirectly employed by either
of them and also against any special hazards which may be
encountered in the performance of this contract.
I30N-COMPLIANCE
Acceptance of the work of this Contractor upon completion of the
project shall not preclude the City from requiring strict
compliance with the contract documents that this Contractor
complete or correct upon discovery, throughout the guarantee
period, any faulty, incomplete, or incorrect work not discovered at
the time of acceptance.
APPLICATIONS FOR PAYMENTS
a) The Contractor shall submit to the Contracting Agent an
application for each payment, and if required, receipts or
other vouchers, showing his payments for material and labor,
includinq payments to Subcontractors.
b) In applying for payment, the Contractor shall submit his
monthly payment estimate based upon the approved schedule of
work for the project, itemized in such form and supported by
such evidence as will show his right to the payment claimed.
Claims made on account of materials delivered and suitably
stored at the site, but not incorporated in the work shall be
conditioned upon submission by the Contractor of Bills of Sale
or such other procedure as will establish the City's title to
such material or otherwise adequately protect the City's
interest.
c) Vouchers for payment of claims by the Contractor shall be made
out in the form required by the City and the Voucher together
with a copy of the Contractor's monthly payment estimate sha11
be presented to the Contracting Agent for processing, approval
and payment.
Page 12
d) No payment can be
incorporated in
property.
TIME FOR COMPLETION
95-1073
authorized for equipment or materials not
the work and not stored on the City's
a) It is hereby understood and mutually agreed, by and between
the Contractor and the City that the date of beginning, rate
of progress, and time for completion of the work to be done
hereunder are essential conditions of this contract; and it is
further mutually understood and agreed that the work embraced
in this contract shall be commenced within ten (10) calendar
days after receipt of mailed Purchase Order Contract.
b) The Contractor agrees that said work shall be prosecuted
regularly, diligently and uninterruptedly at such rate of
proqress as will insure full completion thereof within the
time specified. It is expressly understood and agreed by, and
between, the Contractor and City, that the time for completion
of the work described herein is reasonable for the completion
of same, taking into consideration the average climatic range
and usual industrial conditions prevailing in the locality.
c) Work shall be completed and the system placed in operation
including all tests adiustments and other procedures which
may be ap�ronriate within 90 da�s of the groj ect start date
d) Date of Contract completion may be extended by the City for
delays beyond the control'and without the fault or negligence
of the Contractor, such as acts of God, acts of the public
enemy, acts of the United States, any State, Territory of the
United States, or any political subdivision of the foregoing,
or District of Columbia, acts of the City, Contractor's agent
or employees, fire, strikes, floods, epidemics, quarantine
restrictions, freight embargoes, or unusually severe weather.
PO5SES5ION PRIOR TO COMPLETION
The City shall have the right to take possession of or use any
completed or partially completed part of the work. Such possession
or use shall not be deemed an acceptance of any work not completed
in accordance with the Contract.
ADDITIONAL PURCHA5ES
The City and Contracting Agent shall have the right to purchase
additional equipment at unit pricing 1eve1 for a period of 1(one}
year from date of contract award.
Page 13
95•1
DETAIL SPECIFICATIONS
PROPOSAL DESCRIPTION
It is the intent of these specifications to establish minimt�m
requirements Por the purchase, installation and maintenance of a
new digital communications logging recorder and archivinq system.
This system will replace the existing reel to reel tape logging
recorder system currently in use at the St. Paul Police Department.
The proposed system must be capable of beinq combined with the
Ramsey County system that is specified in the accompanying RFP.
The basic system shall at minimum include:
• Fully operational recording of a minimum of 40 channels.
• Minimum expansion capability of 96 channels.
• Complete local control and display of all operating functions.
• Remote work'station with control and display of a11 functions
(capable of expansion to multiple remote workstations).
• 5ystem design that minimizes possibility of a single point
failure.
• Complete archiving and tape storage systems.
• Reproducing system separate from the main recorder unit.
Essential system capabilities shall be instant search and playback,
high level of system security, compact low cost recording media,
qood audio quality, ability to interface with remote system,
flexibility to increase channel capacity and ease of operation and
maintenance.
The system shall be fully compatible and functional with all radio
and telephone voi`ce circuits a�d equipment currently being recorded
by the existinq logging recorder equipment. The Contractor shall
provide and install all necessary interface equipment, to include
terminals and electronic networks as required to configure the
system as specified.
Section 1: System Configuration
1.1 The main recording unit must be able to operate as a"stand
alone" unit to permit record, playback and a visual display
of the time, date and active channels durinq record and
playback.
Pac3e 14
95-1073
1.2 The system must provide a minimum of 40 channels for record
and playback. The system must be capable of being expanded
to a minimum of 96 channels.
1.3 The record unit must provide dual tape drives that utilize
4 mm DAT cartridge technology. A minimum of 500 hours of
record time must be provided by each drive.
1.4 The record unit must include an instantaneous playback
hard drive that is capable of a minimum of 150 hours of record
time. System operating files must be stored in separate system
firmware.
1.5 All system drives must operate independently without reliance
on a common hard drive.
1.6 Record inputs must meet the following requirements:
A. Input audio level from -20DB to +20DB
B. Full range, off hook current sensing
C. Eull range, off hook voltage sensing
D. VOX operation
E. External closure start
1.7 All equipment provided' by''the Contractor that would be
adversely affected by powerline disturbances e.g.: spikes,
sags, surges, and powerline transfer drops, shall be protected
by an uninterruptable power system. The system shall provide
for continued operation, automatically, of all equipment, in
the event of a full loss of power for a minimum period of 5
minutes.
1.8 The system must include a remote PC workstation that is
capable of all of the functions of the main recording unit, in
addition the remote unit must permit querying of reports and
other supervisory functions.
1.9 Workstation software must be MS DOS and Windows compatible.
1.10 The system must include the ability to playback archived tapes
and reproduce recordings on drives that are separate f r o m
the main recordinq unit. A cassette recording unit must be
included.
1.11 The system must be capable of beinq combined with the Ramsey
County system, specified in the accompanying RFP, and
operating as a single system from a shared location.
Section 2: Features and F'unetions
2.1 The system must provide several levels of operator security.
Page 15
95-�Q73
2.2 The system must allow the user to determine the operation of
the archive drives. The user will select either simultaneous
record of both drives or automatic switch over to the standby
drive when the tape on the active drive is fu11.
2.3 Al1 steps required for the changing of archive tapes must be
accomplished at the record unit itsel£ without interaction of
the remote terminal.
2.4 The recording unit must display the amount of tape remaining
on a drive as either the time or percentage of tape remaining.
2.5 The system must provide an audible and visual alarm indication
at a selectable time prior to the end of the tape.
2.6 The system must provide user enabled audible record tones.
2.7 The system must provide a means for the user to change time
and date if desired.
2.8 The system must be capable o£ being time synced to an external
source.
2.9 The system must provide automatic daylight savings time
adjustment.
2.10 The system must be capable of 4 channel mixinq.
2.11 The system must Be capable of "real time" playback. The
time and date of the recording must be displayed at all
times during playback.
2.12 The system must be able to skip to the next and previous
message during playback.
2.13 The system must be capable of multiple speed fast forward
and rewind.
2.14 The system must be capable of completing a message search
by time, date, ANI, or outbound telephone number.
2.15 The system must be capable of completing an automatic search
for any recorded time and date on a cartritlqe in less than 2
minutes.
2.16 The system must provide a restore function which will allow
the user to reposition the tape to its original location.
Page 16
95
2.17 The system must be capable of reconstructing archived audio
that is lost when an archive drive is off line, The amount of
audio buffering must be sufficient to reconstruct audio that
is lost during periods of tape replacement and formatting or
periods when previous ca11 information is being retrieved from
the tape.
2.18 The system must provide reporting capabilities to include
number of ca11s per channel, averaqe ca11 duration per channel
and total channel activity over a specified time period. All
reports must be selectable by time and date parameters.
2.19 System software must be capable of compiling data for the
generation of weekly and monthly call activity reports.
2.20 The system must provide audible and visual indications of
detected problems.
2.21 The system must provide an error log to keep track of alerts,
error messages and conditions.
2.22 The system must be capable of providing the
placement of a call to a vendor supplied diaqnostic
the event of a failure or alert. The system must
line diagnostics.
Section 3• Additional Vendor Supp7.ied Items
automatic
center in
support on
3.1 Vendor must provide on site operator training regarding the
use of the equipment. Two separate operator training sessions
must be provided to allow for scheduling of all affected
personnel. An additional supervisory traininq session must
also be provided.
3.2 Vendor must supply 25 recording cartridges, 5 cleaning
cartridges, and a tape �torage locker capable of storing a
minimum of 50 tapes.
Section 4: Warranty Maintenance
4.1 All parts, labor and necessary software corrections required
for proper system operation will be furnished by the vendor
for a period of one year after the date of acceptance.
acceptance is defined ' as'°the completion of equipment
installation, specified training, and the successful
demonstration of all system features.
Page 17
a
7 J��6J��
4.2 Warranty maintenance must be provided within two hours of a
major system £ailure. A major system failure is defined as a
loss of 30% or more of the svstem record andlor retrieval
capability. Al1 other warranty maintenance must be provided
within 24 hours of the time that it is reported or during
the first regular working day after the trouble is reported.
4.3 Vendor must provide a toll free number to receive trouble
reports 7 days per week 24 hours per day.
4.9 Warranty maintenance must be provided by factory trained and
certified personnel.
Section 5: Optional Items
5.1 Bidders are asked to provide pricing for instant recall hard
drives with greater record capacity than required in item 1.4.
If selected the higher capacity drive would replace the one
specified in item 1.4.
5.2 Bidder must provide price list for recammended spare parts
to be used in the self maintenance of the equipment.
5.3 Bidder must provide pricing for annual equipment maintenance
costs for years 2 through 5. Maintenance will be provided
under the same terms as during the warranty period.
5.4 Bidder must provide pricing for local technical training and
system maintenance certification for 6 technicians.
Paqe 18
95°��73
ITEMIZED PROPOSAL
Bid Item #1: 40 Channel Dual Archive Digital Logging Recorder
with Instantaneous Playback Module
Dollars ($ )
Sid Item #2: Installation of Bid Item #1
Dollars ($ )
Bid Item #3: Remote PC Work Station with Archive playback
and reproducing capability.
Dollars ($ )
Bid Item #4: Installation of Bid Item #3
Dollars ($ )
Bid Item #5: Uninterruptable Power source for a11 affected
equipment.
Dollars ($ )
Bid Item #6: Installation of Bid Item #5
Dollars ($ )
Bid Item #7: Supplies and Accessories
A. 25-Recording Cartridges
Dollars ($ )
B. 5-Cleaning Cartridges
Dollars ($ )
C. Tape Storage locker
Dollars ($ )
Paqe 19
. , ,
95-�0�'3
Bid Item #8: Other materials, parts and equipment required to
make a complete, operational system and not
otherwise included above (provide detail list with
pricing).
Dollars ($ )
Bid Item #9: Installation of Bid Item #8
Dollars ($ )
Total Bid Items #1, #3, #5, #7 and #8 (Equipment}
Dollars ($ )
Total Bid Items #2, #4, #6, and #9 (Installation)
Dollars ($ )
Grand Total: Bid items #1 -#9 inclusive
Dollars ($ )
Bid Item #10: Annual maintenance agreement including all parts
and labor. Attach copy of agreement proposed.
Dollars ($ )
Bid item #11: Time and material maintenance agreement. Attach
copy of agreement proposed.
Hourly Labor Ratz $
Other (Travel, Minimum, Etc.) $
Bid Item #12: Increased capacity instant access hard drives
options.
Dollars ($ 1
Bid Item #13: Spare Modules, Parts and Too1s list. Attach detail
list and pricing.
Dollars ($ )
Page 20
,...-.
95� �.073
Bid Item #14: Technical Training and Certification of 6
Technicians
Dollars ($ )
The undersigned acknowledges receipt of the following addenda to
the specifications.(Give number and date of each, respectively)
Accompanying this proposal is a certified check in the amount 5$
of the base bid and all additional alternates payable to the City
of St. Paul in the amount of $ or a bid bond in the
amount of $ , issued by a surety company authorized to
do business in the State of Minnesota.
In submitting this bid, it is understood that the right is
reserved by the City to reject any and all bids and to waive all
informalities.
�
Business Address Title
State of Incorporation
Page 21
. :r
������'��AL
CITY
Presented By:
Referred To:
RESOLUTION
SAINT PAUL, ¢tll�
Council File #
Green Sheet #
�t,5 - 1a�3
� - 1
15
Committee: Date
1
2
3
4
5
6
7
8
9
10
11
t2
13
14
15
16
17
78
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
WHEREAS, the Saint Paul Police Department desires to purchase and instali a new Digital Communication
Logging Recorder system in the amount of $80,000, and
WHEREAS, the Emergency Communications Center is currently using analog logging reco�der equipment to record
telephone and radio calls which is no longer reliable, and
WHEARAS, a digital logging recorder wouid improve reliability and offer additional operating features. The
purchase of this equipment qualifies as a purchase out of the E911 distribution received from the State, and
WHEREAS, The Mayor pursuant to Section 10.07.1 of the Charter of the City of Saint Paul, does certify that
there are availabie for appropriation funds in excess of those estimated in the 1995 budget; and
WHEREAS, The Mayor recommends that the foilowing addition be made to the 1995 budgei:
FINANCING PLAN
436 - Police Special Projecis
34911 - Enhanced 911 System
4099 - Fees - N.O.C.
All Other Fund Financing
SPENDING PLAN
CURRENT BUDGET CHANGES AMENDED BUDGET
0
1,281,385
1 > 281,388
:� ���
�
:� ���
80,000
1,281,388
1,361,385
436 - Police Special Projects
34911 - Enhanced 911 System
0848 - Other - Speciaiized Equipment 0 80,000 80,000
AIIOtherFundSpending 1,281,388 0 1,281,388
1,281,388 80,000 1,361,388
7HEREFORE BE IT RESOLVED, That the City Council approves these changes to the 1995 budget.
Requested by Departr�nt of:
�
Adopted by Council: Date �„ }- l3 �gq5
Adoption Certified by Counci S etary: �
Recommended
��
Approved by
By:
G081095A
Date
�
tor
Director:
- 3i-
, ,; .,
�EPARTMENT/OFFIGElGOUNC0.
Police
:ONTACi PEfl50N & PHONE
Ghief Finney
AUST BE ON CDUNCIL AGENC/A BY (OA7E)
TOTAL # OF SIGNATURE PA6ES
8-3-95
�'� q5 -1
GREEN SHEET �° 31479
INITIAVOATE INITIAL/DATE
OEPARTMENTDIRECTOR CITVCOUNCIL
LTTYATTORNEV CITYCLERK
BUDGET DIRECTOfi FIN & MGT. SERVICES DIR.
MAWfl (ORASSIS7ANT�
(CLIP ALL IOCATIONS FOR SIGNATURE)
Budget authority to purchase and install a new Digital Comnunication Logging Recorder
system.
REGOMMENDATIONS. Approve (A} or Ra7eet (R)
__ PLANNING GOMMISSION _. CIVIL SERVIGE COMMISSION
_ CIB C�MMITfEE _
_ STAFF _
_ DISTRICiCOUflT _
SUPPORTS WHICH COUNCIL OBJECTIVEI
GERSONAL SERVICE CONTRACTS MUST ANSWER THE FOLLOWING QUESTIONS;
1. Has this pereon/firm ever worked untler a Grontract for this depar[meot? -
YES NO
2. Has this person/tirm ever been a c�ry employee?
YES NO
3. Does fhis personRirm possess a skill not normally possessed 6y any current city employee?
YES NO
Explain ail yes answera on aeparate aheet and attaeh to green sheet
The analog logging recorder equipment currently used in the Energency Communications
Center to record telephone and radio ca11s is no longer reliable an - o be
replaced.
AUG 3� 1�95
"��.e�t ,��� ���3:��
A digital logging recorder would inprove reliability and offer additional operating
features.
The purchase of this equipnent qualifies for payment out of the E911 maintenance funds
that are received from the State.
fAGES IFAPPROVED.
: +,
�dU�i:u� a"�� � ! �'
None °
R�G 31 1995
Continued reliance on the existing equipment will lead to an increase in ruaintenance
costs and nay lead to the loss of critical call inforr�ation.
AMOUNTOFTRANSACTlON S $0�000
FUNDIHGSOURCE E911 maintenance fund5
FINANGIALINFORMATION:(EXPLAIN) received from the State
COSttREYENUE BUDGETEO {CIRCLE ONE) YES NO
ACTIVITY NUMBEH � f l! /
., ,-,�
95 'lU�i�
REQUEST FOR PROPOSAL
DIGITAL CONIl�+i[JNICATION LOGGING
RECORDER AND ARCHIVING SYSTEM
.,e , �
95-�07
REQUEST E'OR PROPOSALS
This invitation is issued for the purpose of establishing a
contract to supply the Saint Paul Police Department with the
commodity or service stated herein.
Project: Procurement of a digital communication
logg?ng recorder and archiving system to
include installation, training and
maintenance.
Proposals Due:
Contract Period:
Project Procurement
Agency:
Project Administrator
and Coordinator:
August 31, 1995
For 90 days from date of award
St. Paul-Ramsey County Joint
Purchasing Office
Richard Duqan
Lt. Commander
Direct RFP Questions Howard Aorrmann
to: Acting Supt., CSM IInit
St. Paul Police Department
100 East llth Street
St. Paul, MN 55101
Direct Procedural Lee Athmann
Questions: Buyer
St. Paul-Ramsey County Joint Purchasing
Office
Room 280 City Aall, Court House
15 West Kellogg Boulevard
St. Pau1, MN 55102-1674
,, . .,
TABLE OF CONTENTS
Introduction . . . . . .
General Conditions . . .
Detail Specifications. .
Itemizefl Proposal. . . .
. . . . . . . . . . Paae 1
. . . . . . . . . . Page 2
. . . . . . . . . . Page 14
. . . . . . . . . . Page 19
,� .,
Introduction g � - � � 7 3
The St. Paul Police Department (City) wishes to replace its present
29 hour reel to reel recorder logging system. This system is used
to record all emergency telephone and radio communications in the
Emergency Communications Center. This request for proposal is being
offered jointly with one from the Ramsey County Sheriff's office.
It is the intent of both proposals that the two systems would be
capable of operating as single combined system if desired by the
City and County.
It is the desire of both agencies that the new replacement systems
maximize use of current technology to provide efficient, reliable,
flexible and cost effective systems.
Award or Rejection of Proposal
The contract will be awarded to the proposer who best satisfies the
requirements listed herein, provided that the proposal is in the
best interest of the City. An evaluation committee, chosen by the
City, shall be the sole judge of the proposer`s qualifications and
whether the proposal is in the City`s best interest.
The City reserves the right to accept or reject any or all
proposals or parts of proposals and to waive any defects or
informalities or to advertise for new bids where the acceptance,
rejection, waiving or advertising of such would, in the sole
judgement of the City appear to be in the best interest of the
City.
Evaluation Griteria
After a preliminary evaluation of a11 proposals has been completed,
the evaluation cammittee may require proposers to appear before the
committee, for the purpose of obtaining explanation for any points
not clearly understood. Upon completion of this process, a formal
evaluation of the proposals will be performed by the committee.
The six areas of evaluation are:
a. Contractor Qualifications
b. System Design, Features and Benefits
c. System Reliability
d. Equipment Cost
e. Maintenance Cost
f. Completeness and Clarity of Proposal
Page 1
,, , .,
��'"�.Q�.�
PROPOSAL SPECIFICATIONS
GENERAL CONDITIONS
Any exceptions taken to the requirements or specifications shall be
so noted, with an explanation, in writing. Unless so noted, the
City understands the �rogosals as submitted, to be fully compliant
in all areas and will expect same upon award of contract. Exception
shall be identified by page and paragraph or item number.
--� J ,�.��:iifaF�Te�
a. Site Examination
The bidder shall visit the premises, carefully examine same to
become familiar with existing conditions at the time of
submitting the praposal, as no claim for extras will be
allowed for any work which could have been foreseen by the
bidder and included in the praposal at the time of submitting
same.
. . . - - .
All submitted contract documents are complementary and what is
called for by one shall be as binding as if called for by all.
The intent of the contract documents is to include in the
contract prices the cost of all labor, material, tools, plant,
equipment, transportation, and all other expenses as may be
necessary for the proper execution and completion of the work.
c. ouestions
Any person who plans to bid on the project may submit to the
City a written request for interpretation of any part of the
specifications or contract documents. Requests for
interpretation shall be made nat less than ten days prior to
the opening o� bids. Any in�terpretation will be in writing
and furnished to each person of record receiving
specifications Por bidding. The City wi11 not be responsible
for any other explanation or interpretation.
�..- .
� � � ,
BID ACCEPTANCE
a. Time
�
c
J
e
f.
J � � � 1+f ! !
All bids must be in the hands of the City or it's
representatives on or before the time set for receiving bids.
��.- ..
�11 bids shall include any addenda issued
advertisinq for bids, the same as though it
in the original specifications.
�
Partial bids will not be considered.
Copies Required
during the time of
had been included
Four (4) copies of every proposal, exhibit and attachment
shall be furnished, except the Bid Security. Only the Bid
Security sha11 be furnished in oriqinal copy.
rrors
The bid shall be written in ink or typed. An error may be
crossed out or struck over and the correct legend entered,
provided the correction is initialed by the person(s) signing
the bid. In case of difference between written words and
fiqures on the proposal, the written word shall govern. In
case of discrepancy, between unit and extended price, the unit
price shall govern.
• ... .
All bids shall be on proposal forms provided or photo copies
thereof.
� �� �^isi.C�}�iai:itZi7a�"�i�
a. No 'c
The Contractor
Purchase Order
start date.
shall commence work upon receipt of mailed
Contract. The mailing date shall be the project
• .r . • ,
BePore ordering any material or doing any work, the Contractor
shall verify all information and measurements at the site and
Page 3
_. . ,
95-�,073
shall be responsible for correctness of same. Any differences
which may be found, shall be submitted to the City for
consideration before proceeding with the work.
c. Time for Completion
A11 work including test of the finished project, shall be
complete within the consecutive number of calendar days
specified.
CONTRACTOR QI3ALIFICATIONS
Each respondent of this request for proposals shall furnish
evidence satisfactory to the City that the bidder has the necessary
facilities, ability, experience and financial resources to perform
the contract. Also, a list of at least three users of equipment
similar to that proposed here where the bidder has both furnished
and installed the apparatus. Included with the list, shall be the
name, address, and telephone number of a coqnizant afficial
familiar with the cited groject.
If subcontractor5 are to be used, a similar list shall be furnished
for each subcontractor. No reference shall be given for projects
not completed or projects completed more than three years previous
to the bid openinq date. If a contract is awarded to the Bidder,
the subcontractor list may not be amended without written
permission of the City.
ITEMS TO BE FURNISHED BY THE OWNER
a. Permits and other operating authority.
b. 120 VAC, 60 Hz commercial power in the general vicinity of
each equipment location. Local connection to distribution
panels may be required.
MAJOR ITEMS TO BE F'[JRNISHED BY THE BIDDER
a. This bid shall include, but is not necessarily limited to
providing all items specified. All other items required shall
be furnished and installed to provide a complete functional
system as intended by these specifications. Required exhibits
and work sheets shall be considered part of the bid.
Page 4
95
�
In addition, after contract award, the Contractor shall
provide the following services.
1) Furnish, install, test and place system into
service.
2� Pravide necessary equipment and perform acceptance tests
to prove equipment is operating as required. Tests sha11
be conducted in the presence of the City representatives
at a time mutually convenient for both parties.
3) Provide written record of such tests to the City plus any
other evidence indicative of contract compliance.
4) Instruct City personnel in equipment operation and
maintenance.
5) Furnish a11 parts and labor, including travel and test
equipment required for complete maintenance of the system
far one year fram date of acceptance by the City.
.• • • .
Four (4) copies of all items 'referenced below shall be furnished,
unless otherwise noted.
a)
b)
C�
d)
e)
f)
g)
h)
Price proposal including accompanying schedules.
Bid bond or check (four t4) not required).
Complete list of all equipment to be furnished, organized by
number, including catalog sheets and specifications.
Functional block diagram of the total system showing principal
items of equipment.
Length of time equipment has been in production and similar
installations.
All material required to satisfy "Contractor Qualifications"
above.
Name and address of each proposed subcontractor, if any,
together with that part of the work proposed to be
subcontracted and list of subcontractor references.
Equipment/functionalitylfeature inclusion form.
Page 5
., .
��'����
A11 equipment shall be desiqned, built and tested to comply with
recognized standards as established by:
a) American Standards Association (ASA}
b) American Society of Testing and Materials (ASTM)
c) Institute of electrical and Electronic Engineers (IEEE)
d) National Electrical Manufacturers Association (NEMA)
e) National Fire Protection Association (NFPA)
f) Electronic Industries Association (EIA)
gj Federal Communications Commission (FCC)
Where minimum standards or performance criteria are set forth, no
compromise of these standards or performance criteria wi11 be
considered. Where specific standards are not mentioned, the Bidder
will be expected to incorporate equipment and methods consistent
with reliability and performance elsewhere specified. FCC
approval, where required, sha11 be in hand before bidding.
SCHEDULE OF WORK
The Contractor shall so schedule work so as to not interrupt the
daily routine of other functions in the buildinq in which work is
to be done and shall coordinate with proper authorities. The
Contractor shall coordinate his work schedule with the City and
other Contractor(s) to minimize conflict. The Contractor is
expected to cooperate with others and make his installation and
test schedules known far enough in advance that others may plan
their work in an orderly fashion.
INSTALLATIQN AND CONSTRUCTION PRACTICES
t
Al1 installations are to be made in a neat and workmanlike manner.
Each installation is not specified in every detail. Rather, the
Contractor shall be required to use workers experienced in their
trades who can follow the itemized procedures of these
specifications to produce a finished communications system which is
a credit to both the Contractor and the City.
Power wiring to equipment shall be made in conduit unless
instructed to make connection to a wall receptacle in which case a
cord and plug is implied. Three wire service shall always be
provided where the third wire is ground of the electrical
distribution system. Al1 wiring shall meet requirements of the
National Electrical Code.
Page 6
, . .
95-1073
Recordings of the existing logging recorder systems sha11 be
continued and maintained throughout the installation and system
testing period. The Contractor shall work with City to produce a
plan for this process.
2NSTRUCTION MANUAI,S AND PARTS LISTS
a) Furnish at final acceptance of the system, one complete and
final copy of instruction and maintenance manual far each item
of equipment furnished by the Contractor. All manuals shall
reflect the equipment and system "as built". Instruction
manuals shall be prepared so as to be easily understandable by
any technician familiar with similar equipment and accessories
but having no specific knowledge of this system or equipment
proposed by the Bidder. Instruction manuals are to include
the following information:
1) Table of Contents. '
2? Summary: Technical summary of the equipment.
3) Safety Notice: A safety notice shall be prominently
displayed and shall indicate all safety precautions to be
taken by gersonnel and employed, in the installation or
maintenance of the equipment.
4) Specifications for each unit of the system.
5) System drawings, comprising detailed drawings applicable
to the system and showing connection points to the City's
equipment terminations.
6) Parts lists with identification symbols or part numbers
for all replaceable parts and assemblies. Parts lists
shall include technical description of parts to aid in
ease of procurement.
b) The text of the instruction book sha11 include:
1) Description: Which shall contain a general description
of the unit, followed by a detailed description and
discussion of the mechanical construction and electrical
theory of operation of the subject unit.
2) Installation: Which sha11 cover the installation of the
subject unit. It shall contain instruction for
unpacking, positioning, and wiring the unit and the
installation and wiring of any separately crated
components, and optimization of system performance.
Paqe 7
c)
d)
95-�Q73
3) Operation: Which shall outline and describe in detail
all adjustments, checks, and tests required to place the
subject unit in a satisfactory operation. Instructions
and information regarding the limitations of the
equipment shall be given, especially in connection with
components likely to be damaged by improper adjustments.
4) Maintenance: Which shall be devoted primarily to
maintenance of the equipment and shall give detailed
instructions for its inspection and repair. A table
shall be included sfiowing routine inspections anfl tests
which are required to assure cantinuity of service. This
section shall contain a list of possible troubles,
toqether with their remedies, and a display of the normal
voltages and currents for various items, over their
limitations of the equipment sha11 be given, especially
in connection with components likely to be damaged by
improver adjustments.
Bind each Instruction Manual in durable cover including a
folder envelope for drawings.
In addition to schematics, etc., the manuals shall contain
theory of operation of a11 active devices in sufficient detail
to facilitate servicing. The bidder shall include a bid
sample of complete manuals from an installation of similar
size and scope for purpose.
a) The Contractor shall guarantee all materials, wor}ananship, and
the successful operatio"n of a11 equipment and apparatus
installed by him, for a period of one year from date of final
acceptance by the Owner of the whole work. If any defect or
malfunction occurs within the first year following acceptance,
the Contractor sha11 repair or replace the defective unit at
his sole cost and expense. This service shall be �rovided on
a 24-hour 7 days a week basis during the 1 year period.
Service response shall be within 2 hours on a major system
failure and within 29 hours on minor failure. A written log
sha11 be furnished the City detailing the maintenance, and
test procedures conducted on the equipment during the 1 year
unconditional guarantee period.
b) If it appears that
the equipment does
repeated failures
Contractor shall
within one year from date of completion,
not meet the warrant specified incluflinq
of the same component or unit, the
thereupon correct any defect, includinq
nonconformance with the specifications by either repairing or
replacing the defective part or parts.
•..- :
4�-�a�3
c) The Contractor shall warrant to the City that the equipment to
be delivered, shall conform to the specifications and be free
from defects in materials and workmanship. The foregoing
warranty is exclusive of all other warranties whether written,
oral or implied.
d) In addition, the Contractor shall guarantee the system for the
following conditions:
1) Free from imperfections in design, materials, software or
construction which would create hazards, operational
difficulties, or failure to meet specified performance
quality.
2) Capable of continuous and satisfactory performance under
normal operating con�itions at specified equipment rating
and capacity.
e) The Contractor shall maintain a stock of replacement parts for
each item included in this equipment and sha11 be in a
position to promptly replace these parts as may be required
for a period of seven years. The Contractor shall also
provide these replacement parts at the same or better pricing
1eve1, he extends to commercial service agencies. An after-
hours and weekends emergency parts service telephone number
shall be provided.
f) The Contractor shall, on combining the equipment supplied with
the materials and services provided by the City, quarantee a
completely operational communications system.
RECOMMENDED 5PARF,S
The bidder shall include an exhibit with his bid listing
description and quantity of recommended spare parts, modules and
chassis to support his equipment on a self-maintained basis by the
City. This list shall include unique items such as card extenders,
patch cables or other proprietary parts to facilitate maintenance
work. The list sha11 include the pr�ce for each recommended item.
All contracts sha11 be made and set forth in writing and shall be
signed on behalf oP the City by the proper officials thereof and
with the formalities required by the governing statutes regulating
any particular corporation involved. The contract shall be so
conditioned that it shall provide for retention of 15� of the
amount of the contract until the contract shall be fully executed
and the improvement completed according to Specifications.
Page 9
` . A .
95 r �°tl° �
PAYMENTS
The City plans to purchase this equipment with funds that are
received from the State of Minnesota for maintaining E911 answering
equipment. These funds are being received on a monthly basis and
are being held in a special account. If the cost of the selected
system exceeds the amount of funds available at the time of bid
acceptance the City will need to either negotiate payment terms
with the selected vendor or delay the issuance of a purchase order
until sufficient funds are available. The following payment
guidelines would be replaced by any negotiated payment terms.
a) Payments to the extent of the value of the work done and
materials furnished, less amounts retained as previously
indicated, shall be made as soon after the end of the month
following the beginning of the work, as it is consistent with
the time required to make the payment through regular
channels, and at the end of each month during the process of
contraction. None of such payments, however, shall be held to
constitute an acceptance, in whole or in part, by the City
prior to making of the final payment and acceptance in full
completion of the contract.
b) Final payment of all sums due to the Contractor shall be made
within thirty days after the completion and acceptance of the
public improvement by the City.
fi�Tc7Y• =7tr���[�i�f �.i.7:3�iSi�1:Y�tT.)�i��
a) The Contractor shall, before a contract is signed or purchase
order issued, furnish surety satisfactory to the Owner in an
amount not less than the contract price, for the faithful
performance of the contract, with the additional obligation
that such contractor shall promptly pay all persons supplying
him labor or material in the prosecution of work provided for
in the contract. Such performance and payment bond sha11 be
furnished separately to the City within ten days after receipt
of mailecl letter Intent to Award Contract. Failure on the
part of the bidder to furnish such bond in the time stated
denosit.
b) In case of a partnership contract, each partner must sign the
band.
Page 10
95-10i
�
a) Each bid must be accompanied by a certified check for five
percent (50? of the amount of the bid includinq all add
alternates, such check to be certified and payable to the City
as a guarantee that such bidder will enter into a contract
with the City in accordance with the terms of the letting and
bid, in case such bidder be awarded the contract. Bid bonds
are acceptable as bid security under these specifications, see
next paragraph.
b) Hid Bands: In lieu af a certified check as a bid guarantee,
a bid bond of five percent (5g} of the total amount of the
bid, including all add alternates, may be furnished by the
Contractor. Such bond to be issued by a surety authorized
to do business in this State. Such bond shall be payable to
the City as guarantee that such bidder will enter into a
contract with the City in accordance with the terms of such
letting and bid in case such bidder be awarded the contract.
c) No bidder shall be required, either in the Advertisement for
Bids or otherwise, to leave the certified check or other
guarantee posted for a period longer than sixty {60) days if
the bid is not accepted.
d) The certified checks ar bid bonds of a11 unsuccessful bidders
shall be returned within 60 days and not more than sixty {60)
days sha11 elapse between the time of the opening of bids and
either the acceptance of a bid or the rejection of all bids
presented.
e) Any bid may be removed from consideration by letter or by
teleqraphic communication or in person before the time
specified in the advertisement thereof. Bids may be modified
by mail or be a telegraphic notice received at the place
designated in the invitation to bid not later than the time
set for the opening of bids. Telegraphic modification shall
not reveal the bid price but shall provide the addition or
subtraction of the modification so that the final prices or
terms will not be known to the City until the sealed bid is
opened. Any telegraphic modification may not be withdrawn
after the time set for the opening of bids. Telegraphic
modifications must be confirmed in writing by the successful
bidder before award of the contract. No bid made shall be
changed or altered by tel'ephone. No oral changes, alterations
or conditians will be accepted under any circumstance.
Page 11
INSURAIQCE
95M����
The Contractor shall not commence work under this contract until he
has obtained all the insurance required under this paragraph and
such insurance has been approved by the City, nor sha11 the
Contractor a11ow any Subcontractor to commence work on the
subcontract until the insurance required of the subcontractor has
been so obtained and approved. Each Contractor and Subcontractor
shall maintain for the life of the contract, Workmen's
Compensation, Public Liability and Property Damage Insurance and
Automobile and Truck Insurance as will protect the Contractor from
all claims which may arise from operations under this contract
whether such operations be by the Contractor or by any
Subcontractar or any one directly or indirectly employed by either
of them and also against any special hazards which may be
encountered in the performance of this contract.
• • r
Acceptance of the work of this Contractor upon campletion of the
project sha11 not preclude the City from requiring strict
compliance with the contract documents that this Contractor
complete or correct upon discovery, throughout the guarantee
period, any faulty, incomplete, or incorrect work not discovered at
the time of acceptance.
APPLICATIONS EOR PAYMENTS
a) The Contractor sha11 suhmit to the Contractinq Agent an
application for each payment, and if required, receipts or
other vouchers, showing his payments for material and labor,
including payments to Subcontractors.
b) In applying for payment, the Contractor shall submit his
monthly payment estimate based upon the approved schedule of
work for the project, itemized in such form and supported }ay
such evidence as wi11 show his right to the payment claimed.
Claims made on account of materials delivered and suitably
stored at the site, but not incorporated in the work shall be
conditioned upon submission by the Contractor of Bills of Sale
or such other procedure as will establish the CityTs title to
such material or otherwise adequately protect the City's
interest.
c) Vouchers for payment of claims by the Contractor sha11 be made
out in the form reqvired by the City and the Voucher together
with a copy of the Contractor's monthly payment estimate sha11
be presented to the Contracting Agent for processinq, approval
and payment.
Paqe 12
95
d) No payment can be
incorporated in
property.
TIME FOR COMPLETION
authorized for equipment or materials not
the work and not stored on the City's
a) It is hereby understood and mutually agreed, by and between
the Contractor and the City that the date of beginning, rate
of progress, and time for completion of the work to be done
hereunder are essential conditions of this contract; and it is
further mutually understood and agreed that the work embraced
in this contract shall be commenced within ten (10) calendar
days after receipt of mailed Furchase Order Contract.
b) The Contractor agrees that said work shall be prosecuted
regularly, diligently and uninterruptedly at such rate of
progress as wi11 insure fu11 completion thereof within the
time specified. It is expressly understood and agreed by, and
between, the Contractor and City, that the time for completion
of the work described herein is reasonable for the completion
of same, taking into consideration the average climatic range
and usual industrial conditions prevailing in the locality.
c) Work shall be campleted and the system placed in operation
inc�ur3ing all tests adjustments and other procedures which
m�v be appropriate within 90 d�.ys of the proj,ect start date
c1) Date of Contract complet"ion may be extended by the City for
delays beyond the control'and without the fault or negligence
of the Contractor, such as acts of God, acts of the public
enemy, acts of the United States, any State, Territory of the
United 5tates, or any political subdivision of the foregoing,
or District of Columbia, acts of the City, Contractor's aqent
or employees, fire, strikes, floods, epidemics, quarantine
restrictions, freight embargoes, or unusually severe weather.
P�CSSESSION PRIOR TO COMPLETION
The City shall have the right to take possession oP ar use any
completed or partially completed part of the work. Such possession
or use shall not be deemed an acceptance of any work not completed
in accardance with the Contract.
�.. •
The City and Contracting Aqent shall have the right to purchase
additional equipment at unit pricinq level for a period of 1{one)
year from date of contract award.
Page 13
95-1Q
DETAIL SPECIFICATIONS
PROPOSAL DESCRIPTZON
It is the intent of these specifications to establish minimum
requirements for the purchase, installation and maintenance of a
new digital communications logginq recorder and archiving system.
This system will replace the existing reel to reel tape logging
recorder system currently in use at the St. Paul Police Department.
The proposed system must be capable of beinq combined with the
Ramsey County system that is specified in the accompanying RFP.
The basic system shall at minimum include:
• Fully operational recording of a minimum of 40 channels.
• Minimum expansion capability of 96 channels.
• Complete local control and display of all operating functions.
� Remote work'station with control and display of all functions
(capable of expansion to multiple remote workstations).
• System design that minimizes possibility of a sinqle point
failure.
• Complete archiving and tape storage systems.
• Reproducing system separate fram the main recorder unit.
Essential system capabilities shall be instant search and playback,
high level of system security, compact low cost recording media,
good audio quality, ability to interface with remote system,
flexibility to increase channel capacity and ease of operation and
maintenance.
The system shall,be fully compatible and functional with all radio
and telephone voice circuits and ecluipment currently being recorded
by the existing logging recarder equipment. The Contractor shall
provide and install all necessary interface equipment, to include
terminals and electronic networks as required to confiqure the
system as specified.
Section 1• System Config.�ration
1.1 The main recording unit must be able to operate as a"stand
alone" unit to permit record, playback and a visual display
of the time, date and active channels during record and
playback.
Page 14
95-1Q! �
1.2 The system must provide a minimum of 40 channels for record
and playback. The system must be capable of being expanded
to a minimum of 96 channels.
1.3 The record unit must provide dual tape drives that utilize
4 mm DAT cartridge technology. A minimum of 500 hours of
record time must be provided by each drive.
1.4 The record unit must include an instantaneous playback
hard drive that is capable of a minimum of 150 hours of record
time. System operating files must be stored in separate system
firmware.
1.5 All system drives must operate independently without reliance
on a common hard drive.
1.6 Record inputs must meet the followinq requirements:
A. Input audio level from -20DB to +20DB
B. Full range, off hook current sensing
C. Full range, off hook voltage sensing
D. VOX operation
E. External closure start
1.7 All equipment provided"by 'the Contractor that would be
adversely affected by powerline disturbances e.g.: spikes,
sags, surges, and powerline transfer drops, shall be protected
by an uninterruptable power system. The system sha11 provide
for continued operation, automatically, o£ al1 equipment, in
the event of a full loss of power far a minimum period of 5
minutes.
1.8 The system must include a remote PC workstation that is
capable of all of the functions of the main recording unit, in
addition the remote unit must permit querying of reports and
other supervisory functions.
1.9 Workstation software must be MS DOS and Windows compatible.
1.10 The system must include the ability to playback archived tapes
and reproduce recordings on drives that are separate f ro m
the main recording unit. A cassette recording unit must be
included.
1.11 The system must be capable of being combined with the Ramsey
County system, specified in the accompanying RFP, and
operating as a single system from a shared location.
Section 2: Eeatures and Funetions
2.1 The system must provide several levels of operator security.
Page 15
95-�Q73
2.2 The system must a11ow the user to determine the operation of
the archive drives. The user will select either simultaneous
record of both drives or automatic switch over to the standby
drive when the tape on the active drive is full.
2.3 All steps required for the changing of archive tapes must be
accomplished at the record unit itself without interaction of
the remote terminal.
2.4 The recording unit must display the amount of tape remaining
on a drive as either the time or percentage of tape remaininq.
2.5 The system must provide an audible and visual alarm indication
at a selectable time prior to the end of the tape.
2.6 The system must provide user enabled audible record tones.
2.7 The system must provide a means for the user to chanqe time
and date if desired.
2.8 The system must be capable of being time synced to an external
source.
2.9 The system must provide automatic daylight savinqs time
adjustment.
2.10 The system must be capable of 4 channel mixing.
2.11 The system must he capable of "real time" playback. The
time and date of the recordinq must be displayed at all
times durinq playback.
2.12 The system must be able to skip to the next and previous
message during playback.
2.13 The system must be capable of multiple speed fast forward
and rewind.
2.14 The system must be capable of completing a message search
by time, date, ANI, or outbound telephone number.
2.15 The system must be capable of completing an automatic search
for any recorded time and date on a cartridge in less than 2
minutes.
2.16 The system must provide a restore function which wi11 allow
the user to reposition the tape to its original location.
Page 16
95-107:
2.17 The system must be capable of reconstructing archived audio
that is lost when an archive drive is off line. The amount of
audio buffering must be sufficient to reconstruct audio that
is lost during periods oP tape replacement and formatting or
periods when previous ca11 inPormation is being retrieved from
the tape.
2.18 The system must provide reportinq capabilities to include
number of calls per channel, average call duration per channel
and total channel activity over a specified time period. All
reports must be selectable by time and date parameters.
2.19 System software must be capable of compiling data for the
generation of weekly and monthly call activity reports.
2.20 The system must provide audible and visual indications of
detected problems.
2.21 The system must provide an error log to keep track of alerts,
error messages and conditions.
2.22 The system must be capable of providing the
placement of a call to a vendor supplied diagnostic
the event of a failure or alert. The system must
line diagnostics.
Section 3: Additional Vendor Supp]_ied Items
automatic
center in
support on
3.1 Vendor must provide on site operator training regarding the
use of the equipment. Two separate operator training sessions
must be provided to a11ow for scheduling of a11 affected
personnel. An additional supervisory training session must
also be provided.
3.2 Vendor must supply 25 recording cartridges, 5 cleaning
cartridges, and a tape storage locker capable of storing a
minimum of 50 tapes.
Section 4: Warranty Maintenance
4.1 All parts, labor and necessary software corrections required
for proper system operation will be furnished by the vendor
for a period of one year after the date of acceptance.
acceptance is defined as` the completion of equipment
installation, specified training, and the successful
demonstration of a11 system features.
Paqe 17
�
95-�.Q7�
4.2 Warranty maintenance must be provided within two hours of a
major system failure. A major system failure is defined as a
loss of 300 or more of the svstem record and/or retrieval
capability. A11 other warranty maintenance must be provided
within 24 hours of the time that it is reported or durinq
the first regular working day after the trouble is reported.
4.3 Vendor must provide a toll free number to receive trouble
reports 7 days per week 24 hours per day.
4.4 Warranty maintenance must be provided by factory trained and
certified personnel.
Section 5: Ontional Items
5.1 Bidders are asked to provide pricing for instant recall hard
drives with greater record capacity than required in item 1.9.
If selected the higher capacity drive would replace the one
specified in item 1.4.
5.2 Bidder must provide price list for recommended spare parts
to be used in the self maintenance of the equipment.
5.3 Bidder must provide pricing for annual equipment maintenance
costs for years 2 through 5. Maintenance wi11 be provided
under the same terms as during the warranty period.
5.4 Bidder must provide pricing for local technical training and
system maintenance certification for 6 technicians.
Page 18
! � M � M 1 �
ITEMIZED PROPOSAL
Bid Item #1: 40 Channel Dual Archive Digital Logging Recorder
with Instantaneous Plavback Module
Dollars ($ )
Bid Item #2: Installation of Bid Item #1
Dollars (S )
Bid Item #3: Remote PC Work Station with Archive playback
and reproducing capability.
Dollars {$ )
Bid Item #4: Installation of Bid Item #3
Dollars ($ )
Bid Item #5: Uninterruptable Power source for all affected
equipment.
Dollars ($ )
Bid Item #6: Installation of Bid Item #5
Dollars ($ )
Bid Item #7: Supplies and Accessories
�. 25-Recording Cartridges
Dollars ($ )
B. 5-Cleaning Cartridqes
Dollars ($ )
C. Tape Storage locker
Dollars ($ )
..,_ .
�. J ' y
95~�,Q7:
Bid Item #8: Other materials, parts and equipment required to
make a complete, operational system and not
otherwise included above (provide detail list with
pricing).
Dollars ($ )
Bid Item #9: Installation of Bid Item #8
Dollars ($ )
Total Bid Items #1, #3, #5, #� and #8 (Equipment)
Dollars {$ )
Total Bid Items #2, #4, #6, and ##9 (Installation)
Dollars i$ )
Grand Total: Bid items #1 -#9 inclusive
Dollars ($ )
Bid Item #10: Annual maintenance agreement including all parts
and labor. Attach copy of agreement proposed.
Dollars ($ ?
Bid item #11: Time and material maintenance agreement. Attach
copy of agreement proposed.
Hourly Labor Rate $
Qther (Travel, Minimum, Etc.) $
Bid Item #12: Increased capacity instant access hard drives
options.
Dollars ($ )
Bid Item #13: Spare Modules, Parts and Tools list. Attach detail
list and pricing.
Dollars ($ )
Page 20
� � ♦ •t 'k
95�1�7
Bid Item #19: Technical Training and Certification of 6
Technicians
Dollars (S )
The undersigned acknowledges receipt af the following addenda to
the specifications.(Give number and date of each, respectively}
Accompanying this proposal is a certified check in the amount 50
of the base bid and all additional alternates payable to the City
of 5t. Paul in the amount of $ or a bid bond in the
amount of $ , issued by a surety company authorized to
do business in the State of Minnesota.
In submitting this bid, it is understood that the right is
reserved by the City to reject any and all bids and to waive all
informalities.
Bidder
Business Address
State of Incorporation
By
tle
Page 21