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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 -1- 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. or ATTEST: FORT- ° u: ;z SEAL City C cO�ORAOo -2-