2005 AGN JUN 07 I25 - Laserfiche WebLink

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CITY OF COLTON Item #25 AGENDA REPORT FOR THE COUNCIL MEETING OF JUNE 7, 2005 TO: Honorable Mayor and City Council Members FROM: Dilu deAlwis, Finance Director SUBJECT: Award of Change Order for the Purchase of seven (7) additional Mobile Data Computers for the police department to AMREL Systems, LLC in an amount not to exceed $50,000.00 from police grant and/or contract funds. No General Fund Expenditure. DATE: May 31, 2005 BACKGROUND: On April 5, 2005, the City Council awarded the purchase of Mobile Data Computers (MDC's) to Amrel Systems, LLC in the amount not to exceed $60,000. This amount was used to purchase five (5) Mobile Data Computers. After the award was made by City Council on April 5, 2005, the City of Colton Police Department was notified by the San Bernardino County Sheriff that we would need to have all police units equipped with the new MDC's before July 1, 2005. The Sheriff Department has moved forward the go -live date for the new system and this will prepare the City of Colton police department to go online with the San Bernardino County Sheriff Department's CAD/ RMS system. DISCUSSION/ ANALYSIS: The police department has been reserving the funds received under the CLEEP program in anticipation of the transition to a new CAD/ RMS system hosted by the County of San Bernardino Sheriff's Department. The County is now preparing to go online with the new system. Unfortunately, the computers that are currently installed in the Police Department vehicles are not adequate to support this new system. The police department recently purchased ten (10) of the AMREL Systems units and they are currently being installed in our newly purchased police vehicles. Section 3.08.140 E of the City's Purchasing Ordinance states in part, Competitive bidding, either formal or informal, is not required when the City Manager determines it is in the best interest of the City and its administrative operations to dispense with public bidding. Staff feels that it is in the City's best interest to continue with our standardization of equipment and uniformity efforts by having the same system installed in the entire police department fleet of vehicles. This will reduce the risk of Officers mishandling equipment when moving from one vehicle to the next and enhance the Officers ability to operate the equipment efficiently and effectively. Therefore staff is recommending that the City Council waive the bidding requirement and award the change order for the purchase of seven additional MDC units to AMREL Systems, LLC in the amount not to exceed $50,000. FINANCIAL IMPACT: Funding is currently available in the Police Department's CLEEP Grant Miscellaneous Equipment Capital Account #100-6070-6083-4930, and the Police Department's COPS 2004 Miscellaneous Equipment Capital Account #100-6070-6088-4930. Additional funds are available in the recently approved police department budget. No General Fund expenditures will be required. ENVIRONMENTAL IMPACT: Not Applicable ALTERNATIVES: Solicit sealed proposals for these Mobile Data Computers.