DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
SAPD Systec Storage System Solutions for the Asset Seizure Unit
SUMMARY:
This ordinance authorizes acceptance of a contract with Southwest Solutions Group for the purchase of Systec Storage System Solutions to provide the San Antonio Police Department’s Asset Seizure Unit with warehouse improvements for a total cost of $82,198.23. Funding for this purchase is available from 2008 and 2011 Certificates of Obligation Revenue Funds.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the offer submitted by Southwest Solutions Group to provide turnkey services inclusive of all design, engineering, packaging, freight, and inside delivery of the new equipment. Factory certified technicians will provide dismantling and reconfiguration of the existing system as well as installation of new equipment, cleanup of the area, and removal of all debris from a newly improved storage space utilized by the Asset Seizure Unit.
The new equipment will consist of wide span fixtures and decking to match existing storage equipment. The additional shelving in the added space will be utilized by the Asset Seizure Unit in day-to-day operations and ensures assets received are more manageable and properly stored.
The improvement covers three basic needs:
• To relocate Asset Seizure from their existing walled in space to a new caged area. The cage is required to ensure seized property is not comingled with evidence.
• To convert the current walled Asset Seizure space into a climate controlled evidence storage area for items containing DNA. These items need to be in a climate controlled environment to prevent degradation.
• To provide additional storage space for the general warehouse.
This solicitation was made in accordance with the State Cooperative Program passed on Resolution No. 91-39-53 Dated 9/12/1991, per Texas State Contract: TXMAS-7-36030, GSA GS-25F-0046S. The Request for Offer was issued resulting in an offer of a one-time purchase in the amount of $82,198.23.
ISSUE:
The City issued a Request for Offer (RFO) 6100005897 for “SAPD Systec Storage System Solutions For Asset Seizure Unit. The Request for Offer (RFO) per Texas State Contract: TXMAS-7-36030, GSA GS-25F-0046S was issued for a one-time purchase.
All equipment is covered by a five year warranty and installation is covered by a one year warranty.
The Small Business Economic Development Advocacy Ordinance requirements were waived due to the lack of qualified small, minority and/or women businesses available to provide the goods and services.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program Ordinance does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the San Antonio Police Department’s added warehouse space will be incomplete and the unit would have to find other means to properly and safely store confiscated items. The Asset seizure Unit will continue to run out of space for assets and seizures. This may lead to assets being non-manageable, comingled with evidence and potentially damaged. SAPD may spend more man hours managing warehoused assets and seek other warehouse space on as needed basis wherein, increased costs may be realized or compound cost over time.
FISCAL IMPACT:
The total cost for this purchase is $82,198.23. Funding for this purchase is available from 2008 and 2011 Certificates of Obligation Revenue Funds.
RECOMMENDATION:
Staff recommends the approval of the contract with Southwest Solutions Group to provide a complete turnkey design, engineering, dismantling and installation service, and materials for added warehouse storage to be utilized in day-to-day operations by the Asset Seizure Unit for a total cost of $82,198.23.
This contract is procured on the basis of cooperative purchasing and a Contracts Disclosure Form is not required.