M E M O R A N D U M
DATE:
January 17, 2023
TO:
Adam Politzer, Interim City Manager
FROM:
Jeff Jennings, Chief of Police
SUBJECT:
Resolution Of The Emeryville City Council Authorizing The City Manager To Issue A Purchase Order To Voice Products, Inc. For The Software Licensing, Services, Support, And Hardware Necessary To Upgrade NICE Inform Voice Recorder Software For Telephone And Radio Transmissions For The Police Department In An Amount Not To Exceed $23,015, And Appropriating Funding From The Police Impound Fund (Fund 213)
RECOMMENDATION
Staff recommends that the City Council approve the above-entitled resolution authorizing the City Manager to issue a purchase order to Voice Products, Inc. for the purchase of a replacement voice recorder software solution for the Police Department.
BACKGROUND
The Department currently uses NICE Inform Version 5 for police telephone and radio transmission recordings. NICE Inform Version 5 utilizes Internet Explorer to launch its program. On June 15, 2022 Microsoft stopped all support for Internet Explorer. In addition, Voice Products, Inc. which is the developer of NICE Inform, stopped supporting Version 5 on July 31, 2019.
The Department is seeking to upgrade the existing software to a current software version for recording both telephone and radio transmissions.
DISCUSSION
The recording of telephone and radio transmissions supports public safety and is important for the following reasons:
Recording allows Police personnel to confirm important details from callers reporting an emergency and radio transmissions from officers in the field.
Recordings are used as evidence in criminal court proceedings.
Recordings are used for training and evaluation of personnel to enhance communication skills.
Recordings allow supervisors to ensure compliance with Department policies and procedures.
The Department currently uses a software version without the availability of technical support from the vendor. Continuing to use unsupported software places the Department at risk of losing the ability to record both telephone and radio transmissions.
The Department’s radio system is part of the East Bay Regional Communications System Authority (EBRCSA), which provides agency interoperability and expanded regional coverage for radio operations. Currently the only software vendor supported by EBRCSA is Voice Products Inc. which licenses the NICE Inform software. If the City elected to move to a different vendor not supported by EBRCSA, the City would be responsible for resolving any technical difficulties arising from conflicts between the EBRCSA radio system and the recording software.
FISCAL IMPACT
Staff reviewed the current approved budget and identified a funding source which will be used for this purchase. The total amount needed to fund this project has been determined to be $23,015. This amount covers both the NICE Inform Software and hardware for an amount not to exceed $13,883 as well as an additional cost for five years of maintenance support in an amount not to exceed $9,132.
The identified funding source is detailed below:
FUND 213 – Police Impound Federal-Treasury (Asset Forfeiture) Under the Federal Equitable Sharing program, the purchase of software and maintenance costs to support law enforcement activities is a permissible use of the asset forfeiture funds.
Staff recommends the purchase of the 5 year maintenance agreement as the funds proposed are one-time funds, the vendor provides a discount for up front purchasing and to ensure continued and uninterrupted support through the expected service life of the software.
STAFF COMMUNICATION WITH THE PUBLIC
The proposed resolution is to upgrade the existing software to the current supported version. There has been no communication with the public regarding this software upgrade.
CONCLUSION
Staff recommends approval of the Resolution.
PREPARED BY: Fred Dauer, Lieutenant
Jeff Jennings, Chief of Police
APPROVED AND FORWARDED TO THE
CITY COUNCIL OF THE CITY OF EMERYVILLE:
Adam Politzer, Interim City Manager
ATTACHMENTS
Draft Resolution
Sole Source Addendum
2 Police Department Voice Products, Inc Software
City Council Meeting | January 17, 2023
C A L I F O R N I A