TITLE
Consider a memorandum/resolution authorizing the purchase of social distancing training/meeting systems from NOVY, Inc. in the amount of $128,078 and Dell Technologies in the amount of $5,935 using the Texas DIR contracts, for a total amount of $134,013.
SUMMARY
DATE: December 1, 2020
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Procurement of Police Department Social Distancing training/meeting systems utilizing Coronavirus grant funds
BACKGROUND AND FINDINGS:
The City of Killeen was awarded a total of $230,937.00 of direct funding from the Department of Justice (DOJ) Coronavirus Emergency Supplemental Funding (CESF) Grant and $174,000 from the Office of the Governor (OOG). These funds must be utilized to prevent, prepare for, and respond to the coronavirus. Allowable projects include overtime, equipment (including law enforcement and medical personal protective equipment), hiring, supplies (such as gloves, mask, sanitizer), training, travel expenses (particularly related to the distribution of resources to the most impacted areas), and addressing the medical needs of inmates in state, local, and tribal prisons, jails, and detention centers.
Since the social distancing guidelines were activated, the ability to brief and train multiple officers simultaneously while adhering to guidelines has been difficult with the current accommodations. Staff recommends equipping six police briefing rooms with social distancing training/meeting systems. The IT Department is seeking approval to purchase training/meeting systems to support social distancing efforts from NOVY, Inc., for $128,078 contract #DIR-TSO-3922 and Dell Technologies,for $5,935 contract #DIR-TSO-3763 utilizing Texas Department of Information Resources (DIR) cooperative contracts.
THE ALTERNATIVES CONSIDERED:
1. Authorize the purchase of equipment.
2. Do not authorize the purchase of the equipment.
Which alternative is recommended? Why?
Authorization of the purchase of equipment to support social distancing training/meeting systems from NOVY, Inc and Dell Technologies using the CESF grant funds.
CONFORMITY TO CITY POLICY:
Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in Texas Local Government Code (TLGC) section 271.102, subchapter F; a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of goods or services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The equipment expenses are projected to be $134,013 for fiscal year 2021. The OOG grant has a performance period of 2/20/2020 - 1/31/2021 to spend the $174,000.00 award. The DOJ grant has a performance period of 1/20/2020 - 1/31/2022 to spend the $230,937.00 award.
Is this a one-time or recurring expenditure?
One-time
Is this expenditure budgeted?
City Council accepted the grants on June 23, 2020 and July 21, 2020 and funds were appropriated in the FY 2020 Budget. These funds will be available in account 627-2705-416.61-40 upon approval of the carry forward budget amendment on January 12, 2021.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes, upon approval of the carry forward budget amendment.
RECOMMENDATION:
Staff recommends that City Council approve the procurement of social distancing training/meeting systems from NOVY, Inc. in the amount of $128,078 and Dell Technologies in the amount of $5,935 using the Texas DIR contracts, for a total amount of $134,013 and that the City Manager, or designee, to execute the necessary grant documents and any and all amendments within amounts set by the DOJ, State and local law.
DEPARTMENTAL CLEARANCES:
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Certificate of Interested Parties
Solstice Pod Demo Guide