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HomeMy WebLinkAbout12/11/2000 Regular .'. ,-' MINUTES OF THE REGULAR SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, DECEMBER 11,2000 .e city of Springfield council met in regular session in the Jesse Maine Room, 225 Fifth Street, Springfield, Oregon, on Monday, December 11,2000, at 7:12 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leiken, Councilors Ballew, Fitch, Hatfield, Lundberg, Ralston and Simmons, Also present were City Manager Michael Kelly, Assistant City Manager Gino Grimaldi, City Attorney Joe Leahy, Administrative Coordinator Julie Wilson and members of the staff. BUSINESS FROM THE CITY MANAGER 1. Mobile Data Computer System. Police Chief Jerry Smith presented the staff report on this issue. The city has been approached by SCA Corporation, which will seek to install a mobile data computer system for the Police Department. SCA Corporation has extended an offer that would save the city money in start up costs if the city signs a contract with SCA Corporation by December 22, 2000. . Approval of a contract for this system would require that the city forego the usual RFP process, and instead accept the results of an RFP recently concluded by the city of Eugene. Eugene received bids, and a contract was awarded in accordance with State of Oregon and city of Eugene regulations. The Police Department wants to purchase the same equipment using the city of Eugene contract and has the vendor's concurrence. The city of Eugene contract includes a statement that permits other municipalities to purchase the identicaJ equipment using its contract. The market has not changed significantly in the four months since completion of Eugene's RFP process and it is unlikely that Springfield RFP process would yield significantly different results. Based on the foregoing facts, awarding a city of Springfield contract for the computer system will not encourage favoritism or substantially diminish competition for future contracts. The cost of implementing the system July 1,2001 for one year would be $219,350. SCA is proposing a discount of $17,750 if we implement the system during the current fiscal year. With 6 months of airtime, and no Fund 713 payments until July 1, 2001 the six-month acquisition and operational costs are $170,550. It would be appropriate for $164,500 hardware/software costs of the project to be included in the projects funded from proceeds of the 1996 General Obligation Bonds. The recommendation is that a combination of savings from other information technology projects and funds held in reserve from interest earnings be utilized to complete this project. The remaining $6,050 would be funded by federal forfeiture funds. There will be an ongoing operational cost for software license, airtime, Fund 713 replacements and frame relay to AT&T Cloud starting July 1,2001 of $44,240 per year. Chief Smith described benefits associated with the MDT system. He discussed the savings that will result in use of MDTs. He said they would be able to provide electronic storage of information. This will eventually provide automated report distribution as well as address record storage issues (in the future). He said we currently spend staff time on photocopy and distribution of reports. Councilor Ballew asked about backup procedures. Rod Lathrop provided information regarding use of backup systems. He explained that the standard city system would be used and clarified that things are backed up every evening, grade level 3. Rod Lathrop said an analysis would be conducted regarding use of the system (protected directory, security, and use of the system). . Council Agenda December 11, 2000 .ge2 Councilor Fitch said we need to recognize our limited resources and supported the use of the MDTs. IT WAS MOVED BY COUNCILOR SIMMONS, WITH A SECOND BY COUNCILOR BALLEW, TO APPROVE STAFF TO DEVELOP AND SIGN A CONTRAACT WITH SCA CORPORATION TO INSTALL A POLICE MOBILE DATA COMPUTER SYSTEM DURING THIS CURRENT FISCAL YEAR. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ADJOURNMENT The meeting was adjourned at 7 :25 p.m. Minutes Recorder - Julie Wilson .- A~~ Kim Krebs City Recorder . .