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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 03/07/2000 - SECOND READING OF ORDINANCE NO. 18, 2000, AUTHORIZ AGENDA ITEM SUMMARY ITEM NUMBER: 9 DATE: March 7, 2000 FORT COLLINS CITY COUNCIL STAFF: Jim O'Neill I SUBJECT: Second Reading of Ordinance No. 18, 2000, Authorizing the Purchasing Agent to Enter into an Agreement for the Financing by Lease-purchase of Records Management Software, Hardware, Services, and Related Equipment. RECOMMENDATION: Staff recommends adoption of the Ordinance on Second Reading. EXECUTIVE SUMMARY: Ordinance No. 18,2000,which was unanimously adopted on First Reading on February 15, 2000, . authorizes the Purchasing Agent to enter into a lease-purchase financing agreement with the selected company at the lowest interest rate offered. • i AGENDA ITEM SUMMARY ITEM NUMBER: 16 DATE: February 15, 2000 . FORT COLLINS CITY COUNCIL STAFF: Jim O'Neill SUBJECT: First Reading of Ordinance No. 18, 2000, Authorizing the Purchasing Agent to Enter into an Agreement for the Financing by Lease-purchase of Records Management Software, Hardware, Services, and Related Equipment. RECOMMENDATION: �, .S Staff recommends adoption of a Ordi ce on i t Readin FINANCIAL IMPACT: Capital funds are available to purchase the CAD portion of the system and lease-financing will be used for the Records Management,Courts,and Mobile portions. While the lease-purchase must be approved before a contract may be executed for the system,the actual lease financing won't be finalized until October,2000,when the money is needed for payment on the contract. 0cost of the items to be lease-pureh, ed is ap xima t' y 0 ,00 d the amount of the lease will not exceed 400,000. Payments at an interest rate o %w u spot a eee 573,036 i 001. Money for the first year lease-purchase payments is included in the 2001 budget. Lease-purchase mancmg will be o tained from either Safeco Credit Company or Koch Financial Corporation. Each company has provided such financing in the past two years and has offered to provide the financing for these systems. The lease will be placed with the company offering the lowest interest rate at the time the funds are needed. EXECUTIVE SUMMARY: This Ordinance will authorize the Purchasing Agent to enter into a lease-purchase financing agreement with the selected co t es . sytod d. The agreement will be for an original term from the exec on da the a e f the current fiscal year. The agreement provides for renew a one- to eterm of five(5)years,subject to annual appropriation of fun ed a etal lease terms, including the original and all renewal terms, will not exceed the useful life of the property. This lease-purchase financing is consistent with the financial policies of the City of Fort Collins. BACKGROUND: Police Services,Poudre Fire Authority,Poudre Valley Hospital Ambulance Service and Municipal Court are cooperatively replacing existing Computer Aided Dispatch,police records management, and fire records management systems. The computer aided dispatch system that serves both Police Services and the Poudre Fire Authority was originally installed in 1988 and was upgraded in 1992. Police, PFA, and Municipal Court share an RMS system that was also upgraded in 1992, but has never been adequate for PFA's needs. DATE: February 15,2000 2 ITEM NUMBER: 16 The current systems have diminishing reliability and functionality,are seriously outdated and do not operate in a Windows environment. They also lack database structures to meet the City's current needs. Included in this replacement is the purchase of an automated vehicle locating system (AVL) that will be purchased by PFA and the ambulance service. This system will allow real time tracking and monitoring of their vehicle fleets. PFA and Police Services will be replacing theremaimn mobile data terminals in their vehicles with laptop computers and status reorting aevoes. ' . puredsofwaze from VisionTek will allow far greater functionality such as forms # cessi ad eld re ing from the vehicles. Printrak was selected through a request for proposal process conducted in the summer and fall of 1999. All equipment has been purchased following the City's purchasing ordinances and procedures to ensure that the City realizes all cost savings. The proposed Ordinance authorizes the lease-purchase financing of the following: 1. Law Enforcem t e r ., an e s ( S) - $1,080,278 Application S are an lard `; Software Barcoding So '`are and lip nt Document Imagiri oftwar d quipment Training, Installation, and Implementation. 2. VisionTek Hardware and Software- $612,436 3. Courts Application Hardware and Software- $219,095 NT Hardware Courts interface with LRMS 4. Ambulance poC' Xean 2eme-Ynte Dollar amounts and the mix ofease-purchased may vary from the above listing, depending on contract negotiations with the CAD/RMS vendor. Section 29-1-103(3)of the Colorado Revised Statutes requires local governments to identify as part of their budgets: (1) the total expenditures during the ensuing fiscal year for all lease purchase agreements involving real and personal property;and(2)the.total maximum payment liability under all lease purchase agreements over the entire terms of the agreements,including all optional renewal terms. While from a legal standpoint a lease-purchase is not included in the legal definition of debt, rating agencies include lease-purchases in calculating the City's debt burden,and staff has provided this information as part of the financial impact discussion above.