The URL can be used to link to this page

Home My WebLink About1996-03-04 City CouncilCity of Palo Alto City Manager’s Summary Report TO: FROM: HONORABLE CITY COUNCIL CITY MANAGER.DEPARTMENT:POLICE AGENDA DATE: SUBJECT: March 4, 1996 ,CMR:157:96 Approval of Lease and Maintenance Agreement with Memorex-Telex Corporation for Law Enforcement Database Access Equipment REQUEST This report requests that Council approve a three year lease and maintenance agreement with the Memorex-Telex Corporation for $9,773 a year (not to exceed $29,319 for the next three years). This agreement allows Memorex-Telex to upgrade, enhance and maintain equipment currently leased by the City for the capability of accessing national, state and local database systems from various terminals throughout the Police Department. Funds for the current year are in the Police Department’s 1995-96 budget. RECOMMENDATIONS Staff recommends that Council approve a three year lease and maintenance agreement between the City of Palo Alto and Memorex-Telex Corporation of San Mateo, California for equipment necessary to access national, state and local law-enforcement databases. POLICY IMPLICATIONS The approval of this agreement does not represent any changes to existing policies. EXECUTIVE SUMMARY The Police Department currently leases computer controller equipment, terminals, processors, monitors and printers from Memorex-Telex to interface with Santa Clara County’s Sheriff’s Law Enforcement Teletype System (SLETS). The SLETS interface allows Police staff to access the National Crime Information Center, California Department of Justice, California Department of Motor Vehicles, Police Information Network, County of Santa Clara Criminal Justice Information Center and other local law-enforcement databases. This access is used to make inquiries and update information associated with wanted or missing persons, stolen property and vehicles, driver’s license and vehicle registrations, criminal history files and other CMR:157:96 Page 1 of 3 related data, whichis all a part of conducting normal Police business. Under this new three year agreement, Memorex-Telex will upgrade the existing equipment for easier use and improved performance while reducing overall costs. The changes will include upgrades to the information controller and software to provide more efficient methods of accessing the information from a greater number of terminals throughout the Police Department. This is accomplished with the most up-to-date software operating over a local area network based operation. The cost reductions are possible due to replacement of old equipment, for which parts are difficult to obtain and for which support is becoming more expensive. Further reductions are possible by replacing out-of-date software with more easily supported, up-to-date software. The Memorex-Telex solution for access to the SLETS system has been in use County-wide for years and has a proven history. SLETS system administrators confirm that although interfaces with various computer aided dispatch systems are in place, the ability to access and perform updates to missing persons, stolen vehicles and warrants fries is available only through equipment provided by Memorex-Telex, who has been the sole source vendor for this system in Santa Clara County. The Communications and Support Services Divisions of the Police Department have the responsibility to access and update the mentioned information 24 hours a day. FISCAL IMPACT The funds necessary to pay for this agreement are currently in the Police Department’s 1995-96 budget. Upon approval of this agreement, the current monthly lease charges will be reduced from $969 to $815 a month. A decrease of $1,848 a year will be realized for the first year and a total decrease of $5,544 over the next three years. ENVIRONMENTAL ASSESSMENT This project is not a project for purposes of CEQA. ATTACHMENTS Attachment A." Agreement Attachment B: Sole Source Justification PREPARED BY: John Bush, Coordinator, Communications Services CMR:157:96 Page 2 of 3 DEPARTMENT HEAD REVIEW: CHRIS DURKIN, Police Chief CITY MANAGER APPROVAL: "B~A SSlstant City Manager CMR:157:96 Page 3 of 3 02/29/96 08:38 ~’918 62~ 2211 EASTERN CST ~]006/007 AGREEMENT No, BY TH~ AG~E~ M~ ,, 1900 A’FT.I, CHED ~,L~lt> AND I~C~lqlmOl~,TlD ~ BY TH~ ~ 1996 PAYMENT RECORD GENERAL TERIt/P3 AND CONDITIONS ARE mCLUD~ Om SOre ewes Oe,HS ~. ServLces ~. _ ,~o~ce - - ~~~ .~ PA~ ~TO, ~+m~s. N+~3-0~26174 --~ ~:40 CFW OF PALO ALTO ~007/007 GOVERNING LAW. T~.~S .~g=%:"E=,~.J.,rr sPu, u. BE GOVERNED IRrE~ OF CONTRACTOR. r tS UN~R~’~OOD AN~ ,~GR=~ T~T ~E:IREO m -~£ ~URAN:~ 4~:UI~E~NT$’ =~M ~ED ~ACH ~CH ~JRANGE POUCV D~T~IN~O ~v IT TO ~NT~ AN NO IMPUED WAIVER. ~o p~yz,t_w;T. PAR’m,.. =’AYP,~=NT. aCC=~a~CF.. OR P.~ctTIAL AG~TAN¢=~ BY ~ SHALl. OF=.--RATE CITY’,S PROPERTY, Trn.E TC P.,rr~s =R:)=ERTY ~URNSHED To ~ U~ P~R~ ~ ~ :UR~ OTHEP ~N THaT SPECIFIED B~ ~!~KtN ~ P~ER~ ~ ~~E ~TH SOUN~ P~I~ PAYMENT RECORD: (For Dep=’tment Us,~ WARRANTY. e, oml~¢~’oR EXaCtLY WA.ei~t~ THAT ~NS UPON ~H ~IS A3R~MENT 15 B~ED. ~ ~FI¢I~ F~ THE PURP~ INTEN~. OF ~O ~TER~ :URNISH£D H~R~UN~E~ 8~ NOT AFFE~" T~ CONYRA¢?OR’8 ~0 REP~=~ R~$TO~ O~ ~ORR£~ D~FEC’~ ~ ~ M~TERI~ ~ ~E~ fl~=34~O~M;NG ~O~ OP SEqVI~ES ~LY =:TER R~SON&~.~ NC’(~E TO CONTRACTOR. ~ ~A~ F~ "dE C05" ~D 8Y~ C~ THERe,. WORKERS" COMPENSATION. ¯ GR~EMENI’, C:.E~"=I:G$ T~ :T WITH THE P~VIBI~$ ~ THAT ~’~ 5~ e~ 5~=ORE COM~ING R~SPECT TO W~ ~ONTR~CTOR ~ E~ITLED TO REIMBU~EME~ ~HA~ BE AD~ TO CO~ACTOR’8 (} O~RA~TOR WARR~S ~T TH~ P~IC~S S~RV~ S04~ ~ CITY ~ THIS AGRS~E~FAVO~ THAN ?HOSE ~flRENT~Y E~TENDED TO ~ ~HEq ~TER~ OR SERVICES ~RING ~E TERM ~ ~OHTRA~OR AGREES TO R~U~ ~ PRt~ ~HEDU~S OR D~ERY, ~ ~s o~ ~ ESSEN~ o~ TH~ ~RE~, ~NT~CTOR AGREES TO COMPLY ~H T~ SPE~IC TRANSPORTATION, PACKAGING & OR SERv;GES AI~E TO BE PROVI[)’~: Ira) : 0.~. PALO ALTO UN’.ES~ OTHERWISE SPE~=LF.D 1(= W(TH A P-~3KING M~T EN~I,,OS~D IN CART~£. WH~H IN~I~ 9~E AGReEMeNT NUMber. ~TH CUR~ PA~Q~3 A~ ~t~ R~REM~S ~RES~I~D BY (41 02/20/96 08:32 ’~918 628 2211 EASTERN CST MEMOREX Master Equipment Lease Agreement Agreement No.Office No. Customer No. ~002/007 24002432 Me~orex Tek~x Ca~omtim 6422 East 41st Street Tulsa, 0klahom~ 74135-6192 Lessee:PALO ALTO CITY. OF 250 FJ~41LTON AVE ~C~.~SMMU’N I CAT6[~N S 94301 Memomx Telex Corporation (MTC) and the Lessee agree that the terms and conditions set forth in this Master Equipment Lease Agreement and the Equipment Lease S~hedule will apply to Shy order accepted by MTC for the lease of EQuiDment TERMS AND CONDITIONS StatementS o’iImm ~ rem.,~sL peking the ~ as MTO A~ ~ WHA~O~, I~ ~ NOT LIMRED T~ THE fMPUED WA~ OF MERC~IL~ OR ~ ~R A P~ ~R- ~ ~ ~ ~ ~L ~ ~ ~ ~ ~ t~ ~sch = such desigmate t~ b~e lassae inwffting. For the pmt~l bqi~q~g~m I~e k~ I~teupto thin thM is a Ins agre~nent of le~se ordy. The Lessee alimes to (1) m~n b~e ~ ~NUED ~hich consent will not be I ~ I THE TERMS AND COND~QNS CONTINUED ON THE R~ERSE SIOE ARE PART 0 F~IS A~REEME~. BY ~8 EXEC~N HEREOF, THE LESSEE ACKNOW~DGES THAT~E ~SSEE HAS READ THIS ENTRE AGREEMENI INCLUDING~E SCHEDUL~ UNDERSTAN~ ~, AND ~EES ~ BE BOUND BY ~ TERMS AND COND~ONS. FU~HER, THE LESSEE AGRE~ THAT~IS AGREEME~ IS ~E CO~ ~E AND ~CLUSIVE STATEMENT OF THE ~EEMENT B~EEN ~E PA~IES SUPERSEDING ALL ~O~SA~ OR ~IOR A~E~ E~S, O~LORWRi~N, ANDALLO~ER C~MUNICATIONS B~EENTHE PARTIES RELATING TOTHE SU~ECT MA~ER ~t60 11~ 02/29/96 08:34 EASTERN CST TERMS AND CONDITIONS (continued) 02/29/96 08:37 ~918 6~ 2211 E~STER~ CST [~004/~ MEMOREX i ELEX Equipment Lease Schedule No. 01 to Master Equipment Lease Agreement No. Less~.’Memorex Telex Corporation 545 East John Carpenter Freeway Irving, TX 75062 Installation address of the Equipment Lessee:9ALO ALTO CITY OF 250 HAMILTON ~OLICE COMMUNICATTONSAT, O ALrPO CA Customer No,24002432 94301 SAME C~ Memorex Telex G~tJo. (=M’rC"), by Its acceptance, hereby leases to ttB Lessee and the Lessee he.by leases from MTC the equipment desmibed in lt-,is Equi~nent L~=se Scl~i~e ("Sched~") sul)~%-t to t~e terms and ~ o~ U~ a~ove ~lentit~l Master E~pment Lease Agreemnt ("Aor~rr~r) which are ir~r, mporated her~=n a~l made a part hereof as fl set ferlh in ~ Scl’~lule. By t~lf execltl~ tBreof, ~e padies reafrm~ the terms aEI conditions ol’ said Agreement and acknowledge that It remains in full Iorce and effect. Unit Uni~Total Party to Serial Pur~i~.ase Lease Leaee l=tal! ¯ ~’pelModel Guantlty Number Price Charge Charge EQuipment PER LISING OF EQUIPMENT ON ADDENDUM A to THIS LEASE SCHEDULE. OFIIGINAL T~IM= The Original Term of ~.is Lease shall be for THIRTY SIX (36) cak~ndar months and shaJlbegin on the ComTnencernent Date as tt,~s term Is defined in-the above referenced Agreement. ~--HINT= Payment of monthly re~t for the above equipment shall begin on the Commencement Date and shall be due on the first day of each calendar month thereafter for a total of. .( 3 6) equal consecutive monthlypayments in tt’~ amount of $ 814.35. ¯ 3.END O~ OR~IIII~L T~ Unless sixty days pP, or written notice has been gk’en by either party, this Schedule shall continue in full force and effect after the Original Term on a monthly basis until st.~ notice is gk,~n, provided the Lessee is not in default. Mordhly rent for ee~’h month a~r the Original Term shall be payable on the first day of each month and shall be equal to the then prevailing monthly lease rate of MTC. The terms and conditions of the above referenced Agreement shall g~em the rental of equipment afte" the completion, of the Or=~inal Term. SCHEDULE WILL NOT BE EFFECTIVE UNTIL EXECUTED BY AN AUTHORIZED REPRESENTATIVE OF THE LESSEE AND BY MTC. ~SSEE: PALQ ALTO CITY OF $161 7/93 02/29/96 08:38 ~’918 ~98 2211 EASTERN CST,~005/007 #1 1 #2 1 #4 1 #6 1 #7 1 #8 1 #9 5 #10 5 %11 5 #12 5 ADDENDEM A SCHEDULE MASTER AG~ZEMENT # PALO ALTO CITY OF (LESSEE) 167.65 $19.02 $ 186.67 MTC 33.23 $2.02 $41.31 MSC 4.91 $4.99 $ 9.90 N/A 2.29 $6.56 $ 8.85 N/A 146.11 $11.55 $ 15~.66 MTC 40.60 $0 $ 40.60 MTC 34.42 $0 $ 34.42 MTC 157.15 $o $ 157.15 MTC 72.03 $63,00 $ 135.03 N/A o $o $o N/A 0 $0 $0 N/A 27.01 $ 15,75 $ 42.76 N/A 6544 CONTROLLER HARD DRIVE UPGRADE B CARD ADDITION C CARD 16 PORT Y CARD {ETHERNET) 5.0 SOFTWARE 5,0 MULTI HOST SFI~R TN 3270 GATE’.4AY 6530 lOGIC BASE 122 KEY KEYBOARD COLOR MONITORS 6561 PRINTER CARD $691.46 $122.89 $814.35 ~OTAT~ ~:~R.’~D~O~LEASE $24,892,56 $ 4,424.04 $29,316.60 Request for Sole Source M E M O R A N D U M To: From: Purchasing & Contract Administration Ken Haskins, Manager ,POLICE/COMMUNICATIONS (Department/Division) JOHN BUSH (R.equestor) Sole Source Request For the Purchase of: Requested Supplier/Vendor:MEMOREX TELEX CORP. Address:__190 S. Norfork, Suite 31 5, San Mateo CA 94403 Contact:Lynn Bunnel PEID #010273 Purchase Requisition # JUSTIFICATION: Phone (415) 572-9600 Cost Est.$ ......29,319.00 00085817 The following sole source justification has been written according to the Purchasing Manual’s Procedure PA-158 issued 12/94. As a minimum justifications should include: Detailed description of why this meets sole source criteria, see PA-158 (Purchasing Manual)" / The actions taken by the department/division to search for the product or service and what " will be done to ensure competitive pricing. Any reports (verbal or written) prepared by the department/division during the research for available products/services. Expected length of contract. Last date a proposal or bid was received, Sole Source Decisions: Attachment to PA-158 (Purchasing Manual - Rev.12194|Page 1 Request For Sole Source City of Palo Alto (Justification Continued) The Police Department currently leases computer controller equipment, terminals, processors, monitors and printers from Memorex-Telex to interface with Santa Clara County’s Sheriff’s Law Enforcement Teletype System (SLETS). The SLETS interface allows staff in the Communications, Support Services, Investigations, Traffic and Field Services Divisions of the Police Department access to the National Crime.Information Center, California Department of Justice, California Department of Motor Vehicles, Police Information Network, County of- Santa Clara Criminal Justice Information Center and other local law-enforcement databases. This access is used to make inquiries to and update information associated with wanted or missing ~persons, stolen property and vehicles, drivers license and vehicle registrations, criminal history files and other related data which is all a part of conducting business during the Police Department’s normal day. The Memorex-Telex solution for access to the SLETS system has been in use county- wide for years and has a proven history. SLETS system administrators confirm that although interfaces with various CAD systems are in place, the ability to access and perform updates to missing persons, stolen vehicles and warrants files is o_q.~ available through equipment provided by Memorex-Telex who has been the sole source vendor for this system in Santa Clara County. The Commtmications and Support Services Divisions of the Police Department have the responsibility to access and update the before mentioned information 24 hours a day. Department Approval: Requesting Division Head/Supervisor(~ Approval of Department Head Purchasing Approvals~ Manager Purchasing & .~,. Contract Administration~liT=~Date: City Manager Approval: (Required Over $5,000) Date: Sole Source Decisions: Attachment to PA-158 (Purchasing Manual - Rev.12/94)Page 2