Agenda Item Name:
Title
Title
Kova Corporation Purchase Order 2020-1614 and Budget Amendment
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Presenter:
Keith Godwin, 352-338-7361 and Larry Sapp 352-374-5020
Description:
Kova Corporation Purchase Order 2020-1614 and Budget Amendment in the amount of $349,276.73 for the replacement of the 911 Logging Recorder in the Combined Communications Center (CCC)
Recommended Action:
Recommended Action
Approve the issuance of Purchase Order 2020-1614 to Kova Corporation ($349,326.73) and the Budget Amendment in the amount of $349,327, for the replacement of the 911 Logging Recorder in the Combined Communications Center (CCC).
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Prior Board Motions:
N/A
Fiscal Consideration:
Fiscal Consideration
The budget amendment transfers $349,327 from E911 capital reserves (126.04.0440.590.99.23) to 126.54.5471.529.64.00. This transfer will reduce the E911 capital reserves from $1,300,942 to $951,615. The total cost of the project is $349,327.73. The estimated recurring warranty beginning in year 2 through 5 is $62,878.81 and would be funded from 50% from E911 funds and 50% from CCC funds. The quote from Kova Corporation is attached.
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Background:
The current 9-1-1 logging recorder was installed in the CCC in February 2016. In May of 2019, CCC was quoted an amount of $40,690 to upgrade the system. This was in addition to the annual maintenance amount of $25,091.71, bringing a one-year expenditure to $65,781.71, which CCC nor the 9-1-1 Office had budgeted for. Additionally, CCC was quoted an amount of $44,908.29 for a system refresh at the six-year mark (2022).
During discussions with the sales representative, the County 9-1-1 Coordinator and CCC management communicated their displeasure with the cost to maintain the logging recorder compared to services provided. It was noted that the logging recorder service provider does not actively remotely monitor the logging recorder and has made no enhancements to the product since it was installed in February of 2016.
On Saturday, January 18, 2020, CCC staff discovered they could not see any recordings on the current 9-1-1 logging recorder. A technician from AK & Associates arrived at CCC and was unable to resolve the issue and contacted the logging recorder company. It was determined the problem began on Wednesday, January 15th but the logging recorder company was not aware. The problem was temporarily resolved on the 18th and it was determined the core storage device had a coding error in the program and as of 26th February, no word has been provided as to a software upgrade of the system.
Based on the cost to maintain the system and the performance of the logging recorder company to enhance and monitor the system, CCC leadership began researching 9-1-1 logging recorders and selected the Eventide recorder from Kova Corporation, which is on GSA contract.
Kova Corporation has 35 technicians, in-house remote monitoring, and public safety customers in Dade County, Palm Beach County, Orange County, Martin County, Collier County, and Washington County. Additionally, 2,900 9-1-1 centers around the country use the Eventide 9-1-1 logging recorder.
24 x 7 x 365 remote monitoring is managed via outbound email from the recorder to Kova technical support as well as to AK & Associates technicians and the Combined Communications Center.