12-55 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
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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!