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Agenda Item 25.

City Council Meeting

Meeting Date:	10/17/2017
FROM:	Bill Gallardo

Subject:

Dragon Dictation Purchase

RECOMMENDATION

Authorize the purchase of Dragon Software from SHI in the amount of $37,192.25 for Law Enforcement specific voice recognition software for the Police Department.

BACKGROUND/DISCUSSION

The Police Department currently has a contract with a transcription company that provides dictation and transcription services. This service allows officers to dictate police reports rather than type them. Currently, Officers dictate into a recorded system. A typist receives this recording and transcribes the recorded report. This report is then sent to our Records division. Records cuts and pastes the dictated report into the RMS system and submits it for approval. The workflow is problematic for the Police Department because: 1) Officers have no way to review the completed report prior to it being submitted for approval, 2) reports often contain inaudible or grammatical errors that cause the report to be rejected for corrections, and 3) the content of the report isn’t always an accurate depiction of the incident. These factors combined can cause significant delays in getting the reports through the approval process. This is problematic when preparing reports for court; especially on in-custody arrests.

The Dragon Software from SHI for Law Enforcement is a talk to text dictation system that allows Officers to dictate their reports and see their work as they are dictating it. Using Dragon’s software and a USB microphone, Officers can dictate their report, make edits and submit their reports. This process cuts out the middle man and facilitates fewer errors and increases efficiency. Moreover, the Dragon Software from SHI for Law Enforcement product is designed specifically for Law Enforcement, has a unique vocabulary, and has uses beyond mere dictation of police reports. Police Department employees may use the product for any Staff Report, Investigations, or any work that requires writing. Last, the product also includes other hands free features such as: edit documents, insert macros, send emails as well as interface with our Mobile Data Computers for hands free running of vehicle license plates, names, etc.

FISCAL IMPACT/SUMMARY

The Police Department budgets $25,000.00 annually for dictation and transcription services. Over the past two years, the Police Department has averaged spending $14,500.00 on dictation and $6,700.00 on transcription. Excluding the cost of the initial software and hardware equipment, the on-going annual maintenance costs of approximately $5,000.00 are significantly less expensive than what is currently budgeted for dictation. (The first year of maintenance is included in the software purchase price.) The Police Department anticipates realizing a cost savings starting in year 3.

The adopted Fiscal Year 2017-18 budget included funds specific for the purchase of the software and hardware, to include microphones. Through competitive price bidding, the cost for the software will be lower than initially estimated. As well, the initial estimated cost of microphones was $18,000.00. However, the Police Department has identified, tested and selected a higher quality and less expensive product that will only cost $8,000.00.

RESPECTFULLY SUBMITTED:

Respectfully submitted: William Gallardo, City Manager
Prepared by: Adam Hawley, Lieutenant

Attachments
SHI Quote