AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 11/6/2019
TO: Honorable Mayor and City Council Members
FROM: Fire Department
SUBJECT:
Title
City Council consideration of an Exception to Bidding to ImageTrend, Inc. for a software application.
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RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Make a determination under Corona Municipal Code (CMC) Section 3.08.140(E) that competitive bidding is not required for this purchase based upon the reasons provided in the "Basis for Exception to Competitive Bidding" section of this agenda report.
2. Approve the Master Software and Services Agreement with ImageTrend, Inc. of Lakeville, MN in the amount of $95,360.
3. Authorize the City Manager, or his designee, to approve necessary change orders or amendments up to 25% of the original agreement amount.
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ANALYSIS:
Staff believes that an exception to competitive bidding is warranted for this purchase pursuant to Corona Municipal Code ("CMC") Section 3.08.140(E), which states as follows:
(E) Purpose of bidding is otherwise accomplished. When the purchasing agent and the authorized contracting party, with the approval of the City Manager, determine that it is in the best interest of the city and its administrative operations to dispense with public bidding for non-public projects under this chapter."
The Fire Department utilizes Zoll Fire RMS as its record management system. This legacy system, acquired in 1996, has outlived its usefulness. The ability to enter incident response data, fire prevention inspection data, and inventory management data, and manage the data in a meaningful way to ensure the appropriate delivery of services is not adequate. Additionally, this legacy system requires the use of a City IT department owned and operated computer server that requires maintenance and periodic replacement, and each device using the RMS requires frequent software upgrades. The IT Department spends hundreds of hours annually...
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