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Home My WebLink About12-55 Resolution No. 12-55 RESOLUTION AUTHORIZING PURCHASE OF MOBILE FIRE INSPECTION SOFTWARE PROGRAM FROM ZOLL DATA SYSTEMS, INC. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Sean R. Stegall, City Manager, be and is hereby authorized and directed to purchase two cardiac monitors and related components from Zoll Medical Corporation for the total amount of$55,470.70 pursuant to the quotation therefor dated February 10, 2012, a copy of which is attached hereto and made a part hereof by reference. BE IT FURTHER RESOLVED that the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interests of the city for the purchase authorized by this resolution. s/David J. Kaptain David J. Kaptain, Mayor Presented: March 21, 2012 Adopted: March 21, 2012 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk ' ZOLL QUOTE THIS QUOTE is made as of 02/09/2012(the"Effective Date')by ZOLL Data Systems,Inc.,a Delaware corporation with offices at 11802 Ridge Parkway,Suite 400,Broomfield,CO 80021("ZOLL")to the party identified below(the"Customer"). This is a representation of costs for goods and services as of the"Effective Date"and is valid through the expiration date. Customer: Elgin Fire Dept Territory Mgr: Andy Glavanovits (AGlavanovits @zoll.com) Bill To: Elgin Fire Dept Inside Sales Mgr: Chad Bock (cpbock @zoll.com) Address: City of Elgin Phone: (303)225-1436 Accounts Payable Elgin,IL 60120 EXPIRATION: QUOTE EXPIRES ON 5/31/2012 Item Description Qty List Price Disc Adj.Price Ext.Price " to FMI FireRMS Mobile Per Device(1-174) 17 $995.00 $995.00 $16,915.00 ------------------------ - -----------------------------------------------------------------------—--------------------------------------- FSYNC FireRMS Sync Manager 1 $5,000.00 $5,000.00 $5,000.00 -------------------------------------------------------------------------------------------------------------------------------------------- yI- ,W,»., �" . AWN Wr RNFD RescueNet FireRMS Deployment(Excludes Travel&Expenses) 1 $1,500.00 $1,500.00 $1,500.00 -------------------------------------------------------------------------------------------------------------------------------------------- RNFT RescueNet FireRMS Training(Excludes Travel&Expenses) 1 $1,500.00 $1,500.00 $1,500.00 ----------------------------- ---------------------------------------------------------------------------------------------------- Subtotal: $24,915.00 ANNUAL MAINTENANCE FEES: $4,383.00 Note:Taxes(if applicable)will be added at the appropriate rate upon invoicing. Note:This is a budgetary price quote only and does not represent a binding contract between the parties. Further Terms&Conditions of purchase apply and are defined in the ZOLL Master Software License Agreement(MSLA),Application Service Provider Agreement (ASPA),or Hardware Order Agreement. THANK YOU FOR YOUR BUSINESS! Jam?t► ...... .... .. ....... ... . ... .......... .. ..... ELGIN THE CITY IN THE SUBURBS AGENDA ITEM: K MEETING DATE: March 7, 2012 ITEM: Sole Source Agreement with Zoll Data Systems, Inc. for the Purchase of Mobile Fire Inspection Software ($29,298) OBJECTIVE: Improve the efficiency and usefulness of fire inspection data that is collected during fire inspections and fire safety surveys. RECOMMENDATION: Approve the purchase of mobile fire inspection software from Zoll Data Systems to improve efficiencies of the fire department in the amount of$29,298. BACKGROUND The Elgin fire department has historically conducted business inspections and fire safety surveys on a paper report. After completion of the inspection, the copy is placed in a file cabinet and is not referenced again, unless there is a problem at the business. Once the inspection and fire safety survey information is captured on paper, the fire company returns to the station and manually enters collected data into the records management system. The records management system only stores information related to physical properties of the building, as well as property keyholders. Violations are not captured in the records management system and manual retrieval of that information is required. This is not advantageous, as there is no way of having an inspection history of the business, unless one went into the fire prevention bureau offices and removed the files. It would be beneficial for all responders, as well as inspectors, to have this information immediately available in an electronic format. OPERATIONAL ANALYSIS This Zoll mobile inspection program provides personnel with a powerful tool to perform occupancy inspections over a wireless or synced connection. The pen tablet-based system eliminates redundant data entry, provides timely updates to critical information and immediate notification of code violations. Electronic data entry on a pen tablet or laptop eliminates the time consuming redundant data entry as well as the potential for transcription errors. Perhaps even more importantly,the information is immediately available for responders and inspectors. This purchase would be a sole source purchase, as Zoll has been the fire department's records management provider for the previous twelve years. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The funding necessary for this initiative is being provided utilizing public safety impact fees that have been collected and set aside in an escrow account. Per city council policy, the use of impact fees have been restricted for the use of capital expenditures — such as facility or road construction or for the purposes of reducing general fund operating costs. In essence, the use of impact fees shares similar restrictions to that of riverboat proceeds without the benefit of reoccurring annual revenue. Thus, the use of these proceeds should continue to remain only for the most important and beneficial initiatives. This efficiency and effectiveness initiative meets said criteria. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT BUDGETED AVAILABLE General 010-2802-735.92-54 389413 $29,300 $29,300 LEGAL IMPACT The proposed agreement would require an exception to the procurement ordinance which requires approval of two thirds of the members of the city council with a finding by the city council that an exception to the requirements of the procurement ordinance is necessary and in the best interests of the city. ALTERNATIVES The city council may elect not to authorize the purchase and direct the fire department to continue usage of the current system. NEXT STEPS Authorize the exception to the purchasing ordinance and purchase software. Originators: John P. Fahy, Fire Chief Final Review: Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal,Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS A: Zoll Data Systems Quotation ZOLL QUOTE THIS QUOTE is made as of 0210912012(the"Effective Date")by ZOLL Data Systems,Inc.,a Delaware corporation with offices at 11802 Ridge lcway,Suite 400,Broomfield,CO 80021("ZOLL")to the party identified below(the"Customer"). This is a representation of costs for goods and rvices as of the'Effective Date"and is valid through the expiration date. Customer: Elgin Fire Dept Territory Mgr: Andy Glavanovits (AGlavanovits @zoll.com) Bill To: Elgin Fire Dept Inside Sales Mgr: Chad Bock (cpbock @zoll.com) Address: City of Elgin Phone: (303)225-1436 Accounts Payable Elgin,IL 60120 EXPIRATION: QUOTE EXPIRES ON 513112012 Item Description Qty List Price Disc Adj.Price Ext.Price RescueNet FireRN FMI FireRMS Mobile Per Device(1-174) 17 $995.00 $995.00 $16,915.00 FSYNC FireRMS Sync Manager 1 $5,000.00 $5,000.00 $5,000.00 Implemantawn-Deplttyr iont i ProjectManagementt Other-Special RNFD RescueNet FireRMS Deployment(Excludes Travel&Expenses) 1 $1,500.00 $1,500.00 $1,500.00 RNFT RescueNet FireRMS Training(Excludes Travel&Expenses) 1 $1,500.00 $1,500.00 $1,500.00 Subtotal: $24,915.00 ANNUAL MAINTENANCE FEES: $4,383.00 Note:Taxes(If applicable)will be added at the appropriate rate upon invoicing. rte:This is a budgetary price quote only and does not represent a binding contract between the parties. Further Terms&Conditions of purchase apply and are defined in the ZOLL Master Software License Agreement(MSLA),Application Service Provider Agreement (ASPA),or Hardware Order Agreement. THANK YOU FOR YOUR BUSINESS!