HomeMy WebLinkAboutItem 4.15 AutoPhoneNotifSystemCITY CLERK FILE # 350-20
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: January 16, 2001
SUBJECT:
Automated Notification System Purchase
Report Prepared By: Jason Behrmann, Administrative Analyst
ATTACHMENTS:
RECOMMENDATION:
FINANCIAL STATEMENT:
1)
2)
Financial Comparison of Proposals Received
Resolution Approving Contract for Purchase of Automated
Notification System
Waive the competitive bid requirement and adopt the resolution
The total cost for Fiscal Year 2000-2001 is $37,800. This cost is
within the amount allocated in the 2000-2001 Budget.
DESCRIPTION: The Automated Telephone Notification System was included in the Fiscal Year
2000-2001 Budget primarily as a means of providing rapid emerge'iidZ~and crime prevention notification
to the community.
The rapid and efficient dissemination of information during emergency situations is essential for
appropriate emergency worker and community response. In emergency situations, the system can quickly
notify Staff as well as provide the media and public with pertinent information and instructions. Calls can
either be made to pre-defined groups such as designated response personnel, or targeted call-out areas
selected on a map, including homes, businesses, schools or special needs locations. The system
automatically contacts each person selected on a map or call list via telephone, fax, pager or email, and
delivers accurate information. The proposed 16-line calling system has the capability of completing up to
960 calls per hour.
Additionally, the system can be used routinely to provide information to Neighborhood Watch Block
Captains and alert businesses and neighborhoods regarding crime trends and other crime prevention
information. While the system's main purpose is for emergency notification and crime prevention,
additional features are also available with many systems including a bulletin board service, elderly well
checks, and voice surveys.
Request for Proposal · ,...
Over the past several months Staff has been involved in researching automated notification systems. After
an initial determination of desired product functionality and features, Staff issued a Request for Proposal
H/cc-forms/agdastmt. doc
COPIES TO:
ITEM NO.
(RFP) to four companies. Three companies responded to the City's RFP. These companies were Dialogic
Communications Corp., Avtex Inc., and Hormann America Inc. Each of the proposed products were
evaluated in terms of: first year cost; on-going cost; ease of use/functional operation; and references.
Financial Comparison of Proposals-First Year Costs
The Fiscal Year 2000-2001 Budget includes $38,500 for the purchase of an Automated Notification
System. Detailed in Attachment 1 is a comparison of the first year costs for the three programs, as
provided in the three vendor proposals received by the City. The total proposed first year cost for the
Dialogic system is $37,000, Avtex is $30,574, and Hormann America is $41,850.
All of the proposals include required hardware, software, installation, training, first year maintenance and
support, map and phone number updates, freight and sales tax. In addition to the costs proposed by the
vendors, the City will also install 8 dedicated phone lines for the system. The total cost for the phone line
installation is $800. There will also be a cost associated with utilizing the system, since Pacific Bell
charges the City a per minute rate for all local calls. The extent of these costs will not be known until
actual usage of the system is determined. ';
Subsequent Years Support Costs
All support packages include software upgrades, 24/7 customer service and technical support, and on-site
emergency dispatch. Annual support costs for each of the three proposals is based on the cost of the
system. In addition to the standard support contracts, there is an annual cost for purchasing map and
phone number updates. See Attachment 1 for cost details.
The City would also contract with Pacific Bell to obtain Dublin's reverse 911 database for unlisted
numbers. These numbers can only be used in emergency situations. Pacific Bell charges approximately
$100 per month for these updates.
Functional Operation
As part of the review process, a committee was formed with representatives from several departments
including Administrative Services, Police Services and the City Managcr's Office.
Staff invited all three companies to the Civic Center for product demonstrations and visited several sites
currently operating the various systems. After the initial demonstration, Staff narrowed the choice to
Dialogic and Avtex. Hormann America was eliminated early in the process largely because the mapping
system had not yet been released, the system was lacking several of the desired features, and there were
very few municipal govemments operating the system.
After the initial demonstrations, Staff began contacting cities in the Bay area and across the State about
the systems. Staff asked about customer service, satisfaction with product functionality, and ease of use.
In addition to the phone calls, Staff visited the City of Vallejo to see the Avtex system, and the City of
Redwood City and the State of California Office of Emergency Services (State OES) to view the Dialogic
system. Every organization that the City contacted in person and by phone, had favorable experiences
with both companies.
Overall, Staff preferred the features offered and ease of use of the Dialogic system, to the Avtex system.
While both products offered similar levels of basic functionality, there were several notable features
exclusively offered in Dialogic's system that set it apart, including the following:
1. Mass Notification- Dialogic offers access to a large off-site notification system called OneCall (800 +
lines) to back-up on-site systems, and for critical situations when more calling power is needed. The
City's proposed 16 line system is adequate for notifying staff during an emergency and delivering
routine general notices to the public,but when large portions of the City's population_ must be.notified
in a short period of time, 960 calls per hour is inadequate.For example it would take approximately 31
hours to contact every number in the City using 16 lines. Dialogic gives the City the,option of making
over 5,000 calls per hour in an emergency.For example, Sarasota County, Florida used its on-site
i
system for notifying City Staff and accessed Dialogic's OneCall for mass public evacuations.
In addition, State OES is currently negotiating with Dialogic to expand their system to 100 lines. State
OES representatives have indicated that they would make these lines available to other California
jurisdictions using Dialogic during a local emergency.
2. Map-multiple shapes-The Dialogic system gives the user more options when defusing areas on a
map,including an adjustable wedge/pie slice that can be useful in notifications of a hazardous
materials spill where fumes are blowing in a certain direction. The pie shape can simulate the plume
dispersion and notify those in the path of the fumes. Another option is called the donut shape where an
inner circle receives a different message than the outer circle (i.e. an evacuation from the outer circle,
shelter-in-place in the inner circle).
3. Hot Links-An advanced feature of the Dialogic system is the ability to add"hot links"to the map.
This feature allows the user to link photos,blue prints and other documents to any point(such as a
street or building) on the map (i.e.,points of entry, hazardous material storage,points of contact, etc.).
4. Ease of Use- Staff found that Dialogic offered the most intuitive and user friendly system available.
For example, the system provides multiple step-by-step wizards to assist the user throughout the
system. In addition there is an on-line interactive help feature that allows users to look up help on the
computer while they are using the system. _
5. Contact Data Maintenance- This feature allows individuals to change their contact data by either
calling into the system,by the system calling them and asking the appropriate questions, or at the
server. This ensures that the data is accurate without making the updating process time consuming.
Allowing individuals to update their own information will be a great administrative relief.
Overall, Staff felt that Dialogic offered the superior product and that the City's interests would be best
served by selecting Dialogic. While the cost is greater than the other systems, Staff feels that the superior
features and ease of use of the Dialogic system as outlined above,justify the cost,particularly since the
system is designed to help safeguard the life and property of Dublin residents. It is also important to note
that most of the State's largest law enforcement and emergency organizations use Dialogic, including Los
Angeles County Sheriff, Orange County Sheriff, San Diego Police and State OES.In addition,several of
the features previously discussed will help save Staff time and other associated costs.
Request to Waive Competitive Bid Requirement
The City Purchasing Ordinance allows for an exception to the standard sealed bid process provided the
City Council authorizes the action. The Ordinance specifically allows an exception"When a purchase
involves goods of a technical nature, where it would be difficult for a vendor to bid on a standard set of
specifications,the Purchasing Agent shall undertake a thorough review of known products and a
comparison of features which would most closely meet the city's needs at the least cost." Staff feels that
this product falls in this category because of the unique technical nature of each system.
As previously outlined, Staff has thoroughly reviewed several notification systems and has concluded that
the Dialogic system most closely meets the City's needs, at the least cost.
3
Recommendation
Based upon review and evaluation of the products available, Staff recommends that the City Council
waive the competitive bid requirement and adopt the Resolution awarding the purchase of the Automated
Notification System to Dialogic Communications Corporation,
FINANCIAL COMPARISON OF PROPOSALS RECEIVED
First year costs (including tax)
Subsequent year costs
Maintenance and Support
(% of purchase price)
Map and Phone Number
Updates
Subsequent year total costs
Dialogic Avtex
$37,000 $30,574
18% ($4,967) 12% ($3,669)
$2,500 $3,000
$7,467 $5,845
Hormann America
$41,850
25% ($8,370)
Only available through third
party vendor. Cost unknown
$8,370 excluding updates
ATTACHMENT 1
RESOLUTION NO. - 01
A RESOLUTION OF THE CITY COUNCIL
•
OF THE,CITY OF DUBLIN
* * * * * * * * *
AWARDING PURCHASE OF AUTOMATED NOTIFICATION SYSTEM TO DIALOGIC
COMMUNICATIONS CORPORATION
•
WHEREAS,the City recently issued a Request for Proposal for Business License Registration
Software to four companies; and
WHEREAS,the City council authorized a waiver of the competitive bid procedures due to the
technical nature of the product; and
WHEREAS,three companies responded with proposals for systems to the City's Request for
Proposals; and
WHEREAS, Staff reviewed the proposals and recommended that the proposal received from
Dialogic Communication Corporation best meets the requirements of the City for an automated
notification system; and
• WHEREAS,the proposed agreement with Dialogic Communications Corporation is attached as
Exhibit A and by reference made a part hereof.
NOW, THEREFORE,BE IT RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager to execute the Agreement with Dialogic Communications Corporation in an
amount not to exceed Thirty Seven Thousand Dollars and Zero Cents ($37,000)
PASSED,APPROVED AND ADOPTED this 16th day of January,2001.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
H:ICC-FORMSFORMreso.doo ATTACHMENT 2
SOFTWARE LICENSE AND PURCHASE AGREEMENT
This Agreement is entered into as of the 16th day of January, 2001, by and between
DIALOGIC COMMUNICATIONS CORPORATION, a Tennessee corporation CDCC"), and the
City of Dublin ("CITY")
ARTICLE I
DEFINITIONS
As used herein, the following definitions shall apply:
1.1 "Licensed Software" shall refer to the software program known as "The
Communicator® for Windows, Release 8.1", in object code form, supplied by DCC and all
permitted copies of the foregoing.
1.2 "Licensed Documentation" shall mean all documentation, other than the
Licensed Software, related to the Licensed Software supplied by DCC hereunder.
1.3 "Licensed Product" shall mean collectively the Licensed Software and the
Licensed DocumentatiOn.
ARTICLE II
LICENSE
Subject to the terms of this Agreement, DCC hereby grants to CITY, and CITY hereby
accepts, a personal, non-exclusive and non-transferable license to use the Licensed Product.
ARTICLE III
TERM
This Agreement shall commence on the Effective Date and continue in perpetuity.
ARTICLE IV
FEES AND TAXES
IV. 1 License Fees. DCC will provide the City with the licensed software and
hardware listed in Exhibits 1.1 and 1.2 attached hereto and by reference made a part hereof,
at the stated license fees/price.
IV.2 Taxes. CITY shall pay all taxes based on or in any way measured by this
Agreement, the Licensed Product or any portion thereof, or any services related thereto,
excluding taxes based on DCC's net income, but including personal property taxes, if any. If
CITY challenges the applicability of any such tax, it shall pay the same to DCC and CITY may
thereafter seek refund thereof.
EXHIBIT A
IV.3 Due. The fees, taxes and other applicable charges shall be due and payable
within thi,rty (30) days after the installation date. CITY shall pay a late payment charge of 1.5
percent per month, or the maximum rate permitted by applicable law, whichever is lower, on
any unpaid amount for each calendar month or fraction thereof any payment to DCC is in
arrears.
ARTICLE V
RESTRICTIONS
V.1 Restrictions on Transferability. This Agreement may not be transferred,
assigned, sublicensed or otherwise disposed of to a third party without DCC's prior written
consent. Such prior consent will not be unreasonably withheld. CITY must give DCC written
notice requesting transfer sixty (60) days before the transfer is to take place. Furthermore,
CITY agrees to utilize DCC's Licensed Software solely and exclusively on the equipment
configuration specified herein, Exhibit 1.2.
ARTICLE VI
PROTECTION OF LICENSED PRODUCT
VI.1 Intellectual Property Rights. CITY acknowledges and agrees that the Licensed
Product is DCC's exclusive property and constitutes a valuable trade secret of DCC. CITY is
required to take reasonable steps to protect the trade secret of the Licensed Product. CITY
may not remove or omit any proprietary notices from the Licensed Product. Ownership of all
copies is retained by DCC. CITY may not disclose or make available to third parties the
Licensed Product or any portion thereof without DCC's prior written consent. Upon any
termination, cancellation, or expiration hereof, CITY shall immediately return the Licensed
Product and all copies thereof to DCC.
VI.2 Injunctive Relief. CITY acknowledges that any violation by CITY of its
covenants or obligations relating to the intellectual property rights of DCC would result in
damage that is largely intangible but nonetheless real, and that is incapable of complete
remedy by an award of damages. Accordingly, such violation shall give DCC the right to a
court-ordered injunction to specifically enforce said covenants and obligations. The CITY
agrees to pay as damages any reasonable expenses, including but not limited to attorney fees,
incurred in obtaining specific enforcement of those covenants and obligations.
ARTICLE VII
MODIFICATIONS
The Licensed Software may not be modified or merged with any other software.
ARTICLE VIII
REPRODUCTION
CITY may reproduce the Licensed Product for backup purposes only. In no other event
may CITY copy, allow anyone else to copy, or otherwise reproduce any part of the Licensed
Product without prior written consent of DCC,
176919-2 2
ARTICLE IX
SUPPORT
The first year maintenance and support is provided at no cost. There is an annual
maintenance fee beginning the second year described in Exhibit 1.4.
ARTICLE X
WARRANTY
X.1 Physical Media Warranty. DCC warrants the physical media on which the
Licensed Software is provided to be free from defects and materials of workmanship for ninety
(90) days after the Effective Date. The physical medial warranty does not apply to defects
arising from acts of non-DCC personnel, misuse, theft, vandalism, fire, water, acts of God or
other peril. CITY's sole remedy for breach of the physical breach warranty, to the exclusion of
all other remedies therefor, shall be replacement of the media that does not comply with the
warranty, at DCC's expense, including shipping and handling costs. Defective Licensed
Software may be returned for replacement without charge for ninety (90) days.
X.2 Conforms to Documentation. DCC warrants, for ninety '(90) days after the
Effective Date, that the unaltered Licensed Software will perform substantially in accordance
with the Licensed Documentation.
X.3 Exceptions from Warranty.
i. The Warranties set forth above shall not apply to any defects or problems
caused in whole or in part by (i) any defect in any portion of any hardware or equipment, (ii) the
failure of any portion of any hardware or equipment to function in accordance with applicable
manufacturer's specifications, (iii) any modification or enhancement made to the Licensed
Software by CITY or any third person or entity other than DCC, (iv) any software program,
hardware, firmware, peripheral or communication device used in connection with the Licensed
Software, (v) the failure of CITY or any third person or entity to follow the most current
instruction promulgated by DCC from time to time with respect to proper use of the Licensed
Software, or (vi) the negligence of CITY or any other third party or entity. In the event, that
· CITY falls within any of the foregoing exceptions, CITY shall pay DCC for its services at DCC's
hourly rates than in effect.
ii. Due to the complex nature of computer software, DCC does not warrant that the
Licensed Software is completely error free, will operate without interruption or is compatible
with all equipment or software configuration.
iii. EXCEPT FOR THE EXPRESS WARRANTIES STATED IN THIS AGREEMENT,
DCC MAKES NO ADDITIONAL WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS
TO ANY MATTER WHATSOEVER. IN PARTICULAR, ANY AND ALL WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE AND
NONiNFRINGEMENT OF THIRD PARTY RIGHTS ARE EXPRESSLY EXCLUDED. DCC
DOES NOT MAKE BY VIRTUE OF THIS AGREEMENT, AND HEREBY EXPRESSLY
176919-2 3
DISCLAIMS, ANY REPRESENTATION OR WARRANTY TO THE CITY OR ANY THIRD
PARTY.
X.4 Exclusive Remedy. CITY's exclusive remedy, and DCC's entire liability in
contract, tort or otherwise shall be to use its best efforts to provide a correction or workaround
for any substantial nonconformity of the Licensed Software with the Licensed Documentation
which is (i) reported to DCC by CITY during the Warranty Period and (ii) reproducible by DCC
in the execution environment. If, however, after repeated efforts, DCC is unable to provide a
correction or workaround for any reported error, CITY's exclusive remedy and DCC's entire
liability in contract, tort or otherwise is to refund the amounts paid by CITY for the Licensed
Product upon CITY's return of the original and all copies of the Licensed Product in its
possession, together with its certification that it has ceased all use of the Licensed Product.
X.5 Additional Representations. DCC warrants that it has title tO the Licensed
Software and the authority to grant licenses to use the Licensed Software. DCC represents
and warrants that the Licensed Software is year 2000 compliant and will operate in the same
manner with respect to year dates of year 1900 through 2000 and 2000 and beyond as it
operates with respect to year dates of 1900 to 1999. Specifically, the Licensed Software will
(a) manage and manipulate data involving dates, including single century and multiple century
dates, and will not cause an abort or result in the generation of incorrect values or invalid output
involving such dates, and (b) include the indication of the correct century in all date related user
interface functions. DCC further represents and warrants that the Licensed Software will
correctly recognize and process the date of February 29, and any related data, during leap
years.
X.6 Indemnification. DCC shall defend, indemnify and hold harmless CITY against
any claim brought in the United States against CITY that CITY's use of the Licensed Software
infringes any United States patent, copyright, trademark, trade secret or other proprietary right
of any third party and DCC shall pay all costs fees and damages reasonably incurred by CITY
in connection with any such claim or action provided that: 1. CITY promptly notifies DCC in
writing of the claim; (2) DCC shall have sole control of the settlement or defense of any action
to which this indemnity relates; and (3) CITY cooperates with DCC in every reasonable way to
facilitate such defense or settlement. CITY may have its own counsel participate. in the defense
of any such claim or action provided that the costs of 'such counsel shall be borne exclusively
by CITY. The foregoing obligations of DCC shall survive the termination of this agreement for
any reason.
X.7 Limitations of Infringement Liability. DCC shall not be liable for any
compromise entered or settlement made by CITY without its prior written consent. In addition,
DCC shall not be liable for any losses, costs or damages, and CITY will indemnify, defend, and
hold DCC harmless from any loses, costs, or damages resulting from any suit or proceeding
based upon a claim or action arising from (1) compliance with customer designs, specifications,
or instructions; (2) a modification of the Licensed Software; (3) the combination, operation, or
use of any Licensed Software with any other product, data, or apparatus not provided or
approved in writing by DCC or DCC's authorized representative; (4) the direct or contributory
infringement of any patent by CITY using any Licensed Software furnished pursuant to this
Agreement; or (5) the use of a superseded release of the Licensed Software if the infringement
would have been avoided by the use of a current release of the Licensed Software pursuant
176919 -2 4
to this Agreement does not confer upon the CITY any license under any patent rights or
copyrights.
ARTICLE XI
TERMINATiON/CANCELLATION
Xl.1 Events of Termination/Cancellation. DCC may terminate/cancel this
Agreement and any license granted to CITY hereunder if:
CITY fails to pay DCC any license fee or charge;
ii. CITY is in default of any other provision of this Agreement and such
default is not cured within ten (10) days after DCC gives CITY written notice thereof; or
iii. CITY files a petition (or is the subject of an involuntary petition) in
bankruptcy; or is or becomes insolvent; or admits of a general inability to pay its debts
as they become due;
iv. CITY becomes subject to the de facto or de jure nationalization or
expropriation by governmental or military action, whether or not with valid authority; or
v. DCC discovers any material false statement or other misrepresentation
made by the CITY to DCC.
XI.2 ConseQuences of Termination/Cancellation. In the event of any
termination/cancellation of this, Agreement or any license granted to CITY hereunder, DCC
may:
Declare all amounts owed to DCC to be immediately due and payable;
ii. Require that CITY cease any further use of Licensed Product or any
portion thereof and immediately return the same and all copies thereof in whole or in
part; and
iii. Cease performance of all obligations hereunder without liability to CITY.
XI.3 Return of Licensed Product. CITY shall return the original and all copies of the
Licensed Product in its possession, together with its certification that it has ceased all use of
the. Licensed Product.
XI ,4 Other Remedies. DCC's foregoing rights and remedies shall be cumulative and
in .addition to all other rights and remedies available to DCC in law and in equity.
176919 -2 5
6;; .. C P
ARTICLE XII
LIMITATION OF LIABILITY
NOTWITHSTANDING ANYTHING TO THE CONTRARY CONTAINED HEREIN, IN NO
EVENT SHALL DCC BE LIABLE TO CITY FOR ANY INDIRECT, SPECIAL,
CONSEQUENTIAL:OR EXEMPLARY DAMAGES OR LOSS PROFITS,ARISING OUT OF OR
RELATED TO THIS AGREEMENT OR THE PERFORMANCE OR BREACH THEREOF, EVEN
IF DCC HAS BEEN ADVISED OF THE POSSIBILITY THEREOF. DCC's LIABILITY TO CITY
HEREUNDER, IF ANY, SHALL IN NO EVENT EXCEED:THE TOTAL OF THE LICENSE FEES
PAID TO DCC HEREUNDER BY THE CITY.
ARTICLEXIII
MISCELLANEOUS
XII I.1 Effective Date. The Effective Date of this Agreement shall be upon execution
hereof by CITY and acceptance hereof by an authorized representative of DCC.
XI]I.2.. Partial Invalidity: Waiver. The invalidity or unenforceability:.of any particular
portion of this Agreement will not effect the other provisions hereto and this Agreement will be
construed in all respects as if such invalid or unenforceable provisions were omitted. Further,
there will be automatically substituted for such invalid or unenforceable provision a provision
as similar as possible which is valid and enforceable. Neither the failure nor any delay on the
part of any party hereto in exercising any rights, power or remedy hereunder will operate as a
waiver thereof or of any other right, poweror remedy;.nor will any single or partial exercise of
any right, power or remedy preclude any further or other exercise thereof, or the exercise of any
other right, power or remedy. No waiver of any other provision of this Agreement will be valid
unless it is in writing.and signed by the party against which it is sought to be enforced.
XII1.3 Entire Agreement: Counterparts. This Agreement, including the exhibits and
attachments hereto, constitutes the entire Agreement:between the parties hereto with regard
to the matters contained herein and it is understood and agreed that all previous undertakings,
negotiations and agreements between the parties are merged herein. This Agreement may not
be modified orally, but only by agreement in writing signed-by.both parties. This Agreement
may be executed simultaneously in two or more counterparts, each of which will be deemed
an original and all of which together constitute but one in the same instrument.
XIII.4 Controlling Law: Venue. This Agreement will be construed, interpreted and
enforced in accordance with the substantive laws of the State of Tennessee, without giving
effect to its conflict of laws provisions:All parties agree that venue regarding any action arising
hereunder will be Williamson County, Tennessee.-. ::...:
X111.5 Section Headings. The section headings contained in this Agreement are for
reference purposes only and shall not in any way control the meaning or interpretation of this
Agreement.
176919-2 6
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the
date first above written.
CITY: DCC:
CITY OF DUBLIN
Dialogic Communications Corporation
APPROVED AS TO FORM:
City Clerk
City Attorney
176919-2 7
Exhibit 1.1
Dialogic Communications Corporation agrees to provide the City of Dublin, California
the following with the purchase of The CommunieatorT~4 and w/GeoNotifyT~4:
Base Software w/Personnel Database and
Phone Line Expansion (16Ports) includes:
2 GeoNotify Networked Seat Licenses (3 Total)
4 Communieator Networked Seats (5 Total)
Gold Hardware System Chassis (Exhibit 1.2)
Paging Capabilities (Alpha'& Digital)
Alpha Page Message Editing
Automatic Roster Update
Graphic Roster Tagging
Remote Telephone Activation
Inbound StatusBoardTh4
WellCheckTM
GroupAlertTM
SchoolCallT~4
Fax Blasting Capability
Fax on Demand Capability
Scenario Email Capability
Intelligent Scenario Kit
Scenario Development Wizards
Data Impoa/Export Capability
Dynamic Group Capability
Position Filling
Resource Management Tools
Automatic Scenario Scheduler
Automatic Report Distribution
Multi-level Security Control
Pre-Installation Set-up
1 Year Hardware/Software Warranty w/Support
1-Callxn4 (1 Year)
GeoNotify Map and Phone Data Updates (1 Year)
the communicator 8.1 Software (includes sales tax)
On-Site Training/Installation (Exhibit 1.3)
the communicator Installation/Software Total
$34,000.00
$3,000.00
$37,000.00
176919- 2 8
Exhibit 1.2. Hardware
The hardware chassis provided with DCC systems includes:
Intel P3 550Mhz Pentium(r) w/MMX Technology
Premium Rack Mountable Chassis w/a 230 W Power Supply
6 Drive Bays
256 MB RAM
Two 20 GB IDE Hard Disks
512 KB Cache
2 Serial Ports
1 Parallel Port
VGA Port
PS/2 Mouse
SVGA 256 Color, 800x600 resolution required
3°5" Floppy Drive
Hewlett Packard(r) 5GB Intemal Tape Drive
Two Extemal U.S. Robotics(r) Modems w/cables - 56k Baud Min.
PCI or ISA sound card with Windows NT(r) Drivers
40x CD ROM
Headset w/Microphone and/or Speaker w/Microphone
IBM(r) Compatible Platform
One-Year Warranty, Parts and Labor
RAID 1 Controller with second hard drive, IDE based
Okidata(r) 10E LaserJet Printer
(available for up to 16 lines)
176919-2 9
Exhibit 1.3 Installation and Training
Installation costs are included within the proposed cost of the system. No additional charges are
applied to the installation of the Dublin system. Installation includes 3 days onsite by a certified
DCC engineer. Installation will occur within 45 days after receipt of order-provided the City has
completed installation of telephone lines.
The basic sequence of events is as follows:
Pre'order conference: Determine exact needs of customer. Among items to be discussed:
· Phone line configuration .
· Networking configuration
2 Receipt of order
3 Coordination between DCC's installation group and designated customer contact.
4 Customer completes Pager Activation, Telephone Worksheets and any others
5 DCC configures hardware and ships to customer site
6 Installer arrives on site
7 Installer completes installation process
8 Installer conducts training session
9 Customer accepts installation/training
10 Implementation Meeting with Law Enforcement/Public Safety Specialist. Among the
items to be discussed:
· Best practices
· Intemal policy/procedure
· Application maximization
· Remaining outstanding issues
11 Any required ongoing training/support/assistance
There are no maximum user training limitations provided there is sufficient space and media to
accommodate virtual hands on training. Instmctor's time is included in the original purchase
price. Additional days may be purchased at $1,500/day.
176919-2 10
Exhibit 1.4 Annual support and updates
The Communicator with GeoNotify is presented with simple pricing for a "straight forward" purchase of
all system features rather than charging feature by feature to mark up a seemingly low price. You will
receive all of the Communicator features as designed for users of all types providing you with a single
system to meet the different needs of Dublin community. You will notice that all design, manuals,
hardware, freight, training and the first year' s warranty and support are included in one price.
Subsequent years support will be by standard industry software support subscription priced at 18% of
the software purchase price or 12%when purchased in blocks of 5 years. Software support is subject to
increases consistent with CPI standards of between 3-5 % annually.
GeoNotify Map and Phone Data Updates (1 Year) will be provided within the first year as part of the
system purchase price. GeoNotify map data updates may be purchased annually for $2,500.00 and
provided to Dublin via quarterly updates unless otherwise negotiated. Annual mapping data updates
may be subject to increases consistent with CPI standards of between 3-5% annually.'
176919-2 11