HomeMy WebLinkAboutG- 5 Purchase of Document Imaging System 6TEf
Date: April +-6, 1997
To: Honorable Mayor and Members of the Azusa City Council
Through: Mr. Henry Garcia, City Administrator ! �
From: John Broderick, Chief of Police
Subject: Purchase of Document Imaging System
Background:
The vendor the Police Department purchased its computerized document imaging system from is
no longer in business. This has left us in a very vulnerable position with four years of data and well
over one million documents accessible only from this system.
Findings:
Although there are a number of companies selling document imaging systems,we are reluctant to
involve ourselves with any of them since they do not provide solutions to integrate with existing
police data systems. Our existing photo/mug shot vendor has agreed to develop a document imaging
system with features that exceed our now obsolete system as well as interface with existing police
photo systems.
Recommendation:
It is my recommendation that City Council pass the attached resolution, waiving formal sealed
bidding, and authorize the purchase of a new document imaging system from Epic Solutions. The
total cost of the document imaging system, a new photo evidence system, programming, hardware
and training is $28,163.50. Which is to be funded from the asset seizure account, 128-400-1611-
7140 project #901900 in the amount of$5,550 and the General Fund 101-400-1611-7140 in the
amount of$22,613.50.
. r Broderick � V.247
Chief of Police
RESOLUTION NO.
A RESOLUTION OF 1'HE CITY COUNCIL OF THE CITY OF AZUSA
WAIVING FORMAL SEALED BIDDING AND AUTHORIZING THE
ISSUANCE OF A PURCHASE ORDER FOR AN AMOUNT NOT TO
EXCEED $28,163.50 FOR A DOCUMENT IMAGING SYSTEM
WHEREAS, Section 2.537 of the Azusa Municipal Code requires City purchases over the
amount of$5,000 to be awarded to the lowest responsible bidder after notice, and
WHEREAS, Section 2.536 of the Azusa Municipal Code allows the City Council to waive
formal sealed bidding upon finding that the public welfare would be promoted by dispensing
with them, and
WHEREAS, by soliciting written quotations from vendors, the City will have clearly complied
with the intent of Section 2.536 of the Azusa Municipal Code, even though formal"sealed"bids
will not have been solicited,
NOW, THEREFORE, i'HE CITY COUNCIL OF THE CITY OF AZUSA DOES
HEREBY FIND AS FOLLOWS:
Section 1. That the formal "sealed"bidding process is waived,and
Section 2. That a Purchase Order,not to exceed$28,163.50, be issued to
Epic Solutions, Inc. for a document imaging system
PASSED,APPROVED AND ADOPTED this twenty first day of April, 1997.
MAYOR
I HEREBY CERTIFY that the foregoing Resolution No. was duly adopted by
the City Council of the City of Azusa, at a regular meeting thereof,held on the twenty first day
of April, 1997 by the following vote of the Council.
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
CITY CLERK