HomeMy WebLinkAbout2018-063-06/19/2018-APPROVING AN EXCEPTION TO THE USE OF A COMPETITIVE PROcESS FOR THE PURCHASE OF A PUBLIC SAFETY SOFTW RESOLUTION 2018-063
OF THE COUNCIL OF THE CITY OF FORT COLLINS
APPROVING AN EXCEPTION TO THE USE OF A COMPETITIVE
PROCESS FOR THE PURCHASE OF A PUBLIC SAFETY SOFTWARE
SOLUTION FROM TRITECH SOFTWARE SYSTEMS
WHEREAS, Section 8-161(d)(1)(b) of the City Code authorizes the Purchasing Agent to
negotiate the purchase of supplies and services without utilizing a competitive bidding or proposal
process where the Purchasing Agent determines that although there is more than one source, the
competitive process cannot reasonably be used, or if used will result in a substantially higher cost
to the City, will otherwise injure the City's financial interests or will substantially impede the
City's administrative functions or the delivery of services to the public; and
WHEREAS, since 2003, Fort Collins Police Services ("FCPS") and the Larimer County
Sheriff's Office ("Sheriff's Office") have cooperated in utilizing a public safety software system
for computer aided dispatch, a records management system, and mobile applications, which has
been relied upon by other public safety agencies in Latimer County; and
WHEREAS, the current software system needs replacement, and the City of Loveland
("Loveland") has joined FCPS and the Sheriff's Office as a partner (collectively, the "Partners")
in procuring a new software solution to include software, hardware and support services; and
WHEREAS,the staff from the Partners have selected Tritech Software Systems("Tritech")
as the software vendor to provide computer aided dispatch, a records management system, mobile
applications, and a jail management system; and
WHEREAS, in making that selection, the Partners relied in part on a request for proposals
issued by Loveland for a records management system, under which Loveland selected Tritech,
which had already been providing Loveland computer aided dispatch and mobile applications; and
WHEREAS, Tritech is the current incumbent software solution vendor for the Partners,
and continuing with Tritech maintains technical continuity, increases probability of success, keeps
costs low, improves quality and reduces the likelihood schedule delays in upgrading to the new
software solution; and
WHEREAS, Tritech-has also offered a forty-nine percent (49%) software discount if the
Partners continue to use Tritech as their software provider;,and
WHEREAS, the estimated total cost for the public safety software solution from Tritech is
$4,700,000; and
WHEREAS,City Council appropriated$3,430,000 in 2017 for replacement of the software
system and associated hardware, which appropriation was not expended because the Partners did
not complete negotiation of an intergovernmental agreement or the terms of a purchase agreement
with Tritech before the close of 2017; and
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WHEREAS, the Partners will share the cost of the system equally, and City will be entitled
to reimbursement from the Partners pursuant to an intergovernmental agreement being presented
to City Council concurrent with this Resolution; and
WHEREAS, the City will receive additional funding from Poudre Fire Authority,
Wellington Fire Department, and Poudre Valley Health Care, Inc. d/b/a Poudre Valley Hospital,
who will be considered Member agencies by separate agreement,and from the Larimer Emergency
Telephone Authority; and
WHEREAS, the City's Purchasing Agent has determined that although there is more than
one source for public safety software solutions, the competitive process, if used, would result in a
substantially higher cost to the City, would otherwise injure the City's financial interests, and
would substantially impede the City's administrative functions or the delivery of services to the
public; and
WHEREAS, the City Purchasing Agent and other City staff recommend the adoption of
this Resolution; and
WHEREAS, Section 8-161(d)(3) of the City Code requires prior approval of this
purchasing method by the City Council for all procurements which exceed $200,000.
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT
COLLINS as follows:
Section 1. That the City Council hereby makes and adopts the determinations and
findings contained in the recitals set forth above.
Section 2. That the City Council hereby approves the purchase of a public safety
software solution from Tritech Software Systems, as an exception to the City's competitive
purchasing process requirements, for the reasons set forth herein, and authorizes the Purchasing
Agent to negotiate and execute a purchase agreement.
Section 3. That the Purchasing Agent may use this approval, as authorized in City
Code Section 8-161(d)(4), as the basis for negotiating the additional purchase of services from
Tritech Software Systems at any time within a period of five (5) years from the date of this
Resolution.
Passed and adopted at a regular meeting of(th :ouncil2opef F rt Collins this 19th
day of June, A.D. 2018.
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