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Home My WebLink AboutCC Item #4CITY OF LADE CC! LS1 A0PjE ,ZiV DREAM EXTREME" REPORT TO CITY COUNCIL TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: GRANT M. YATES, CITY MANAGER DATE: OCTOBER 8, 2013 SUBJECT: PURCHASE AUTHORIZATION OF MOBILE TECHNOLOGY EQUIPMENT TO SUPPORT EMERGENCY OPERATIONS CENTER (EOC) Recommendations Staff recommends that the City Council: 1. Waive the formal bidding process per Municipal Code Section 3.08.070(F) 2. Authorize the City Manager to sign and issue a Purchase Order for the amount of $68,895.00; for the purchase of mobile technology equipment (See Exhibit A), to outfit the City of Lake Elsinore EOC. Background In 2009, the City received a $100,000 grant from the COPS Technology Program. The main focus of the grant, was to equip the City's EOC with the optimum technology in order to effectively operate during a disaster and to increase the City's ability to communicate during a disaster. City staff has also visited local municipal EOC'S to determine the best use of the technology funds. Discussion COPS Technology grants provide funding for the continued development of technologies and automated systems that help Tribal, state, and local law enforcement agencies to prevent, respond to, and investigate crime. This funding allows state agencies to purchase technologies to advance communications interoperability, information sharing, crime analysis, intelligence gathering and crime prevention in their Communities. AGENDA ITEM NO.4 Page I of 6 Page 2 Purchase Of Technology Equipment To Support EOC October 8, 2013 The City applied for the COPS Technology Program grant and in 2009 received 100,000.00. The grant outlines acceptable technology items for purchase to help support an EOC, which consist of Networking Equipment, Network Servers, Ipads and Radio Communications. City staff visited the City of Anaheim, City of Moreno Valley and the County of Riverside EOC'S to determine the best use of the technology funds. With the recent activation of the EOC due to the Animal Cruelty and the recent Falls Fire incidents, it has become very apparent that funds should be applied to mobile computing technologies. Having mobile computing equipment will allow the City to not only respond faster, but be flexible to setup an EOC anywhere it is required. The City has received quotes from multiple vendors for a total cost of $68,895.00 (See Exhibit A) Fiscal Impact There is no fiscal impact. Sufficient Funds are available through the COPS EOC Technology Grant. Using the remaining balance of $68,895.00 is available to be withdrawn from the Grant Payment Request System (GPRS) for additional EOC technology needs. An extension was granted by the DOJ and will expire on 3/13/14. Waiver of Competitive Bidding Procedures Pursuant to Section 3.08.070(F) of the Municipal Code, the City Council has the discretion to waive the competitive bidding requirement that would otherwise be utilized for this purchase. Consistent with the City's practice of making information technology purchases under the; California Municipal Awards Schedule (CMAS), this hardware qualifies for purchase under, the state and local government CMAS pricing schedule. CMAS pricing ensures competitive pricing at Government Services Administration (GSA) rates. This purchase is exempt from the City's purchasing policy requiring informal bids when CMAS government pricing is used for information technology purchases from a preferred vendor, such as CDW Government. Staff recommends that the City Council waive the competitive bidding pursuant to Municipal Code Section 3.08.070(F) and allow the City Manager to contract directly with CDW Government as outlined in this staff report. Prepared by: Rick De Santiago W� Emergency Services Co inator Approved by: Ati Eskandari CZ Public Works Department Approved by: Grant M. Yates 4/ - City Manager ///% Attachments: Exhibit A — Itemized Budget List Page 2 of 6 U.S. DEPARTMENT OF JUSTICE OFFICE OF COMMUNITY ORIENTED POLICING SERVICES p „ 145 N Street, N.E., Washington, DC 20530 QVINTI IILVO Memorandum Technology Grant Program To: Sheriff - Coroner Stanley Sniff Lake Elsinore, City of Re: Financial Clearance Memo COPS A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable, and consistent with existing guidelines. Exceptions ! Adjustments are noted below. ORI #: CA0330 Grant #: 2009CKWX0533 DUNS #: 021798863 OJP Vendor #: 956000707 Budget Category Proposed Budget Approved Budget Adjustments Swom Officer $0.00 $0.00 $0.00 Fringe Benefits $0.00 $0.00 $0.00 Civilian Personnel $0.00 $0.00 $0.00 Fringe Benefits $0.00 $0.00 $0.00 Equipment $100,000.00 $67,704.93 - $32,295.07 Supplies Won $2,662.39 $2,662.39 TraveVTraining $0.00 $0.00 $0.00 Consultants /Contractors $0.00 $0.00 $0.00 Other Costs $0.00 $29,632.68 $29,632.68 Indirect Costs $0.00 $0.00 $0.00 Total Budget Costs: $100,000.00 Federal Share: $100,000.00 Applicant Share: $0.00 Budget Cleared Date: 08/28/2013 Overall Comments: All costs listed in this budget were programmatically approved based on the final Budget Detail Worksheets submitted by your agency to the COPS Office. Maintenance agreements (if applicable) must be purchased and paid in full within the grant period. Prior to the obligation, expenditure or drawdown of grant funds for non - competitive contracts in excess of $100,000, grantee must submit a sole source justification to the COPS Office for review and approval. Prior to the obligation, expenditure, or drawdown of grant funds for consultant fees in excess of $550 per day when the consultant is hired through a noncompetitive bidding process, approval must be obtained from the COPS Office. If the vendor number on this form differs from the EIN number included in your application, then for administrative purposes only, we are assigning a different vendor number to your agency. The reason for this administrative change is that your original EIN number has been assigned to another agency. If this applies to your agency, please use the new vendor number on all financial documents related to this grant award. The vendor number should not be used for IRS purposes and only applies to this grant. ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING Page 3 of 6 ORI #: CA03330 Grant#: 2009CKWX0533 Legal Name: Lake Elsinore, City of Budget Category: Equipment/Technology Bern Q(y Cost /Item Total Adjustment Reason Disallowed /Adjusled (Migrated Data) 0 $0.00 $0.00 - $100,000.00 Bracket, Panel Box and Cable Instillation 1 $1.370.00 $1,370.00 $1,370.00 Server Rack /UPS 1 $4,176.05 $4,176.05 $4.176.05 Premade "Power 1 $1,989.99 $1,989.99 $1,989.99 LED Computer Monitors 3 $117.74 $353.22 $35122 Docking Stations 3 $183.99 $551.97 $551.97 Laptop Cases 22 $37.52 $825.44 $825.44 Laptops 500 /4GB 6 $738.82 $4,432.92 $4,43292 Blue Cables 1 $2.698.42 $1698.42 $2,698.42 64GB iPad 4G CTE 24 $829.99 $19,919.76 $19,919.76 Rapid Charger Adapter w/ power supply 5 $180.00 $900.00 $900.00 Radio wi(h Accessories 30 $250.00 $7,500.00 $7,500.00 Mobile Charging Cart 1 $1,900.00 $1,900.00 $1,900.00 POE 'switche s 1 $1,563.32 $1,56332 $1563.32 AC Adapters 17 $55.00 $935.00 $935.00 Plotter 1 $4,799.00 $4,799.00 $4,799.00 2 $984.01 $1,968.02 $1,966.02 17 $665.99 $11,661.63 $11!;661.63 24" LED /LCD 1'V Monitor 1 $139.99 $139.99 $139.99 Total: $67,704.93 ** *THE LINE ITEMS HIGHLIGHTED IN YELLOW WERE APPROVED BY CITY COUNCIL * ** ON JANUARY 22, 2013 AND WERE PURCHASED ON JANUARY 31, 2013 Page 4 of 6 ORI #: CA03330 Grant #: 2009CKWX0533 Legal Name: Lake Elsinore, City of Budget Category: Supplies Item Qty Cost /Item 'Total Adjustment Reason Disallowed /Adjusted Verizon iPad Stylus Pmts 24 $11.24 $269.76 $269.76 Verizon iPad Cases with Keyboard 24 $74.99 $1,799.76 $1,799.76 Verizon iPad Screen Protectors 13 $14.99 $194.87 $194.87 Printer Ink (Bright White) 2 $34.00 $68.00 $68.00 Printer Ink (Colors) 6 $55.00 $330.00 $330.00 Total: $2,662.39 Page 5 of 6 ORI #: CA03330 Grant#: 2009CKWX0533 Legal Name: Lake Elsinore, City of Budget Category: Other Costs Item Qty Cost /Item Total Adjustment Reason Disallowed /Adjusted Early Warning System Software 1 $7,595.00 $7,595.00 $7,595.00 Anti -Virus Software 7 $44.39 $310.73 $310.73 Sonicwall(Firewall) Software 1 $1,999.42 $1,999.42 $1,999.42 Sales Tax (Mobile Charging Station) 1 $152.00 $152.00 $152.00 Antenna Tower Shipping 1 $275.42 $275.42 $275.42 Sales Tax (Server Rack /UPS) 1 $334.09 $334.09 $334.09 Early Warning System Shipping and Handling 1 $275.00 $275.00 $275.00 Recycling Gee, Sales Tax, (Docking Station and Cases) 1 $204.34 $204.34 $204.34 MS Office 2013 17 $268.08 $4,572.66 $4,572,66 Sales Tax (AC Adaptor and Switches) 1 $201.47 $201.47 $201.47 Recycling Pee, Sakes Tax and Instillation Fee (Software) 1 $1,187.95 $1,187.95 $1,187.95 Sonic Wall Maintenance Contract 1 $1554.82 $1554.82 $1554.82 Sales Tax Radios and Adaptor) 1 $672.00 $672.00 $672.00 Sales Tax S &H Wall Mounts /Panel Box 1 $30.40 $30,40 $30.40 Sales Tax(LCD Monitor) 1 $12.28 $12.28 $12.28 Total: $29,632.68 'THE LINE ITEMS HIGHLIGHTED Its YELLOW WERE APPROVED BY CITY COUNCIL * ** ON JANUARY 22, 2013 AND WERE PURCHASED ON JANUARY 31, 2013 Page 6 of 6