Broward County Commission Regular Meeting
Director's Name: Tracy Jackson
Department: Regional Emerg Svcs & Comm Division: Office of Regional Comm & Tech
Information
Requested Action
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MOTION TO APPROVE Second Amendment to System and Services Agreement between Broward County and Replay Systems, Inc., to extend the term for up to three additional years and increase the not-to-exceed amount by $4,240,000 for a new total not-to-exceed amount of $11,065,000, which includes approval of Work Authorization No. 3 for the implementation of a new 911 voice recording system, in a total not-to-exceed amount of $1,012,199; and authorize the Mayor and Clerk to execute same.
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Why Action is Necessary
Contract amendments and work authorizations above the award authority of the Director of Purchasing under Section 21.14 of the Broward County Procurement Code require Board approval.
What Action Accomplishes
Approves the proposed Second Amendment, including Work Authorization No. 3, and authorizes the Mayor to execute same.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE OFFICE OF REGIONAL COMMUNICATIONS AND TECHNOLOGY RECOMMENDS APPROVAL OF THE ABOVE MOTION.
The purpose for refreshing the VRS system is to update the system software from Voice Processing International (VPI) to NICE Inform software. This enhanced voice recording system will also record other data not currently captured such as Text-to-911 interactions, video, images, and location info from Geographical Information Systems as well as providing IP recording in the NG911 environment. The finished product will allow the County to tie the entire call stream together, (Phone, Radio, CAD) in a way the County has not had the ability to do before.
The County entered into the System and Services Agreement with Replay Systems, Inc., dated June 5, 2018 (Contract #A211490P1), following a Request for Proposal (RFP) to include Independent Quality Assurance Services. The Agreement contemplated a 911 Voice Recording System hardware refresh to be performed at a later date and provided for certain additional software purchases as Optional Services.
A First Amendment, dated October 29, 2018, added maintenance and support services for additional licenses; updated the Service Level Agreement Matrix for maintenance and support services; added acceptance testing criteria; and added a Public Safety Answering Point (PSAP) agreement to allow other municipalities to make purchases under the Agreement.
The term of the Agreement was originally through October 31, 2020 and provided for up to three one-year extension terms. The first extension term was effectively exercised, and the Agreement currently expires on October 31, 2021. If all three existing extension terms are exercised, the Agreement would expire on October 31, 2023.
The proposed Second Amendment (Exhibit 1) adds an additional three one-year optional extension terms (for a total of six optional one-year extension terms), which, if fully exercised, extends the term of the Agreement through October 31, 2026. The additional three optional one-year extensions, if exercised, would provide required maintenance and support services during the projected lifecycle of the new software.
In addition, the proposed Second Amendment includes Work Authorization No. 3 (Attachment 1 to the Second Amendment) for the implementation of an upgraded 911 voice recording system in a total not-to-exceed amount of $1,012,199, which is provided for under the Optional Services of the initial agreement. This action will cover all costs associated with transitioning the existing Voice Recording System to the new software platform.
The proposed Second Amendment increases the total not-to-exceed amount by $4,240,000 resulting in a new total not-to-exceed amount of $11,065,000. That increase includes an increase for Optional Services from $1,200,000 to $1,940,000 to cover all costs associated with the P25 system transitioning to the new Voice Recording software platform; and costs associated with services to add call recording for additional 911 call taking positions, and other optional services. The new total not-to-exceed amount for the Agreement from October 31, 2020 through October 31, 2026, would be $11,065,000, which is a $4,240,000 increase from the prior not-to-exceed amount.
Source of Additional Information
Tracy Jackson, Director, Regional Emergency Services and Communication, (954) 831- 3908
Michael Nairn, E911 Administrator, Office of Regional Communications and Technology, (954) 298-9858
Fiscal Impact
Fiscal Impact/Cost Summary
The current agreement total not-to-exceed amount of $6,825,000 will be funded by the Communications and Technology Division’s E911 State Fund in the amount of $4,323,000 and General Fund in the amount of $2,502,000.
The increase of $4,240,000 to the total not-to-exceed amount in the Second Amendment will be funded by the Communications and Technology Division E911 State Fund in the amount of $2,545,000 and General Fund in the amount of $1,695,000.
Funding for the 911 and General Fund Services under this Work Authorization is already allocated in the respective Fiscal Year 2021 capital budgets.
The General Fund Optional Services purchase for the P25 system transitioning to the new Voice Recording software platform under the proposed work authorization will be offset by a reduction in FY22 operating costs for the legacy radio system.