Bid/Dialogic Communications Corp

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CITY OF COLTON AGENDA REPORT FOR THE COUNCIL MEETING OF JUNE 5, 2001 TO: HONORABLE. MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: '1 AL HOLLIMAN, FINANCE DIRECTOR Pte' SUBJECT: AWARD OF BID FOR GEOGRAPHIC BASED PUBLIC SAFETY NOTIFICATION SYSTEM HARDWARE AND SOFTWARE FOR THE POLICE DEPARTMENT TO DIALOGIC COMM. CORP. IN THE AMOUNT OF $30,637.50 DATE: BACKGROUND: MAY 29, 2001 The State of California awarded the City of Colton Police Department a Citizens Options for Public Safety (COPS) 2001 Grant. At the meeting of December 19,2000, the City Council approved the acceptance of this grant. At this meeting the Police Department included a list of proposed items for purchase with this grant. The purchase of a geographic based public safety notification system will allow the Police Department to notify specific areas in our City of many emergency situations that may arise, such as a lost child, a power blackout or other situation that may threaten the public safety. ANALYSIS/DISCUSSION: On May 16, 2001, Purchasing solicited sealed bids for the purchase of a geographic based public safety notifications system. Bid packages were mailed to three prospective bidders. The bid opening was held at 2:30 p.m., May 24, 2001, in the Purchasing office. Three bids were received and evaluated as follows: 1. Sigma Communications Corp. (Reverse 911), Indianapolis, IN $17,507.22 2. Decision Systems (Teleminder), Los Altos, CA $24,674.75 3. Dialogic Communications Corp., Franklin, TN $30,637.50 The City requested a system that has an 8 -line capability; which will allow the system to make approximately 450 calls per hour. While evaluating the bids, it was noted that that the system offered from Dialogic Communications Corporation includes a program that will allow the City to utilize their system (up to 100 lines) in times of critical need to reach a large number of people in a short amount of time. This program is offered at no additional charge and is only offered by Dialogic Communications Corp. The cost to expand the requested 8 -line system is about $4,000 for each additional 4 lines which would increase the amount of calls per hour by approximately 225. Section 3.08.120, Paragraph A of the City's Purchasing Ordinance states that price alone shall not be the sole determining factor, but shall be considered along with other factors relating to the particular needs of the City for the equipment or supplies. Staff is recommending that the City Council award a bid to Dialogic Communications based on their ability to utilize their system at a moments notice, allowing us to better serve the public's needs. Item #8