Staff recommends approval of this contract to facilitate the use of joint city-county 911 specific funding to fund the project. 

The 911 Center is required by state law to record all inbound and outbound 911 and non-emergency line calls, and has historically recorded all radio traffic also. The older recorder system has limited capacity and antiquated technology limiting its ability to do so on a newer and more advanced radio system. Additionally, these recordings are accessed dozens of times daily by both the city and county law enforcement agencies, are used by 911 management to perform quality control, and are a source of hundreds of monthly inquiries under the Freedom of Information Act. 

Background
The 911 Center is required by state law to record all inbound and outbound 911 and non-emergency line calls, and has historically recorded all radio traffic also. The older recorder system has limited capacity and antiquated technology limiting its ability to do so on a newer and more advanced radio system. Additionally, these recordings are accessed dozens of times daily by both the city and county law enforcement agencies, are used by 911 management to perform quality control, and are a source of hundreds of monthly inquiries under the Freedom of Information Act.
 
Project Overview:
    Motorola Solutions proposes to upgrade the City of Billings' Emergency Communications Center by replacing the existing Equature Logging system with a NICE IP Logging solution.
 
Key Features of the NICE IP Logging System:
    Recording Capabilities:
        The system records various types of communication, including 911 calls, radio communications, text-to-911, and more.
        It captures console screen activity, CAD data, location data, and can integrate with GIS Mapping and Enhanced Data (EIDD).
 
    System Components:
        Includes telephony and radio logging solutions, servers, and application support.
        The proposed system will have multiple servers and applications to support various logging and recording needs.
 
Responsibilities:
    Motorola's Responsibilities:
        Overall project management, equipment shipment, installation, system configuration, and providing as-built documentation.
        Provide training and support services for the new system.
 
    City of Billings' Responsibilities:
        Provide a single point of contact for the project.
        Ensure adequate space, power, and network infrastructure for system installation.
        Manage SPAN-based audio delivery to the recorder servers and ensure network bandwidth for archiving and streaming recorded media.
        Maintain and manage all data network infrastructure and storage requirements.
 
Training and Support:
    Motorola will provide training for end users and administrators.
    The support package includes 24/7 remote support, on-site response times, and a system upgrade agreement to keep software and hardware updated.
 
Duration:
    The project is estimated to take approximately 8 months, depending on various factors such as contract award date, equipment lead times, and site readiness.
 
In summary, this contract involves upgrading the City of Billings' emergency communications logging system with advanced features and support, ensuring better data capture and management. Motorola will handle the installation and provide ongoing training and support, while the City needs to ensure the infrastructure and network requirements are met. The total project cost is just over $1 million, see fiscal effects, with staged payments aligned with project milestones.
 
 

The 911 Advisory Board, comprised of the Chief Executive Officers from the Billings Fire Department, Billings Police Department, and the Yellowstone County Sheriffs Office, have approved the use of this funding pursuant to state statute. 

City Council may:

• Approve; or,
• Not Approve

The approval involves utilizing "911 Funds," a combination of City and Yellowstone County funds specifically earmarked for equipment inside the 911 Center utilized by both entities. There is no impact on general fund accounts. 

Total Contract Cost:
    The total contract cost for the new NICE IP Logging System proposed by Motorola Solutions is $1,024,667.72 over five years.
 
Breakdown of Costs:
    Equipment and Installation:
        The cost for equipment and installation services is $525,938 in year one.
 
        Total annual costs combining maintenance support and System Upgrade Agreement  (SUA II):
            Year 2: $111,392.32
            Year 3: $119,785.12
            Year 4: $128,864.06
            Year 5: $138,688.22
After consulting with the city finance director, the funding is available for year one and each year after. 

In summary, this contract involves upgrading the City of Billings' emergency communications logging system with advanced features and support, ensuring better data capture and management. Motorola will handle the installation and provide ongoing training and support, while the City needs to ensure the infrastructure and network requirements are met. The total project cost is just over $1 million, see fiscal effects, with staged payments aligned with project milestones.

This request represents approving the 911 Communications Center request to purchase a purpose-built, IP recorder that is specifically intended to work with our type of phone and radio system to record all in and out bound radio and phone communications. This funding was pre-approved unanimously by the 911 Advisory Board.