Consideration and Approval of Contract:   Between the City of Flagstaff and Goserco for audio logging recorder servers.

The purchase of the equipment needed to upgrade the servers for the audio logging recording system is a sole source selection purchase in that the equipment must be compatible to the Goserco system currently in place. The existing XP server and hardware isn't supported by Microsoft and doesn't support the most recent service pack releases, therefore, it doesn't allow for additional functionality and updates.

This audio logging recording system in the Flagstaff Communications Center records all radio transmissions and telephone lines, including 9-1-1. It has been determined that Goserco, Inc. is the only known vendor who can provide the needed upgrade equipment for the audio logging recording servers that is compatible with the existing Goserco system. Total cost of the upgrade is $73,458.61.

Upgrade of the audio logging recorder servers does not fall under state contract. However, we are able to save some money by transferring the existing software licenses from the current servers to the new servers in lieu of purchasing new software licenses.  This will result in a cost savings of $56,600 (the list price for 128 licenses). An additional $3,800.00 was discounted from the hardware for a total cost savings of $60,400.00.

The cost of this upgrade is shared between all Flagstaff Communications Center user agencies based on percentage of use calculated by software seat or by cost per call, which is calculated by utilizing all costs associated with the operation of the Communications Center.  The City's share of this upgrade is approximately 74% ($54,359.37) of the total bill. The remainder of the cost will be reimbursed to the City, by the dispatch user agencies based on their contracts.

The funding for the upgrade to the audio recording system is included in the Flagstaff Police Department's Communication Equipment budget in 001-04-61-0224-2-4229 ($41,715) and 4231 ($32,000).

PUBLIC SAFETY GOALS AND POLICIES: Policy PF.3.1. Maintain high-quality effectiveness and efficiency in law enforcement, fire, and emergency services to the extent that is consistent with governmental operations, plans, public policies, population served, and monies available.

Yes, Council authorized the original purchase of the existing logging recorder in October 2008 and authorized the upgrade in September 2011 when it was not compatible with the new NAU/City of Flagstaff radio system.

Not process the payment for the upgrade of the servers to Goserco, Inc. and forgo the purchase.

In 2007, we were advised the recording system in use at the time would not be supported by the manufacturer past December 2008.  A review was conducted of the new, expandable public safety recording systems. The Goserco audio logging recorder system was decided on based on efficiency, initial expense, on-going maintenance, and future build out capacity. This system was purchased, installed and went live in October 2008.

When the review for the new NAU/City of Flagstaff radio system was completed, the type of recording system necessary for this type of data was included, however, the recording vendor identified by Motorola would not be compatible with our other radio systems, thus not allowing all recordings to be housed in one system. Going with two separate systems would have considerably increased the staff hours necessary to produce recordings of telephone and radio traffic. Maintenance expenses and operating system upgrades for two systems would also result in higher costs.  

Our current Goserco audio logging recording system can provide the infrastructure necessary to record the data from all of our radio systems (VHF, UHF and 800) and all telephone lines. The existing XP server and hardware isn't supported by Microsoft and doesn't support the most recent service pack releases. Therefore, it doesn't allow for additional functionality and updates which is the reason for this upgrade request.

The recordings held in this system are a matter of public record, subject to release. 9-1-1 Legislation (R2-1-408, item 5) mandates every primary PSAP (Public Safety Answering Point) to develop and maintain a system for recording 9-1-1 calls received by the PSAP.

The funding for the upgrade to the audio recording system is included in the Flagstaff Police Department's Communication Equipment budget in 001-04-61-0224-2-4229 ($41,715) and 4231 ($32,000). The costs will be shared through co-location and City of Flagstaff final cost is estimated at $54,359.37.

Recordings for all 9-1-1 lines, administrative lines and radio channels that come into the Flagstaff 9-1-1 Communications Center are held per our retention schedule. These are public records subject to release and are regularly duplicated per request by the public, prosecutors, defense attorneys, etc.  A well-structured recording system is valuable to the communities we serve, providing a time stamp voice record of these interactions.

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