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. CITY .OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lee Dean, Chief of Police
Dept: Police
ORIG/ilA!
Subject:
Resolution of the City of San Bernardino awarding a
Purchase Order to A.B.I./V.I.P. in accordance to
bid specification Q98-04 7.
Date: September 15, 1997
Synopsis of Previous Council Action:
Resolution #97-234 authorizing the 1997/98 Fiscal Year Budget.
Resolution #97-244 authorizing the 1997/98 Fiscal Year Position Control.
Recommended Motion:
Adopt resolution.
Q~ 0.-.
Signature
Contact person: Caotain Robert W. Curtis
Phone 5606
Supporting data attached: Yes
Ward: All
FUNDING REQUIREMENTS: Amount:
$34.371
Source: (Acct. No.):
001-222-5505
Acct. Descri tion
Finance:
Council Notes:
Res 97- J.<t5
Agenda Item No. 2.. (p
q/IS)97
.
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Background
On July 21,1997, the City's Mayor and Common Council approved the City's 1997/98
Fiscal Year budget. The Police Department's approved budget included budget reductions
produced by outsourcing the document imaging scanning function.
This function is currently being performed by Police Records Clerk I's. The function
requires less skills, knowledge and ability of the current workforce. A viable and more
cost effective method of performing this function is to contract document imaging
scanning services, with an established and reputable services company. Outsourcing this
Police Department function would generate a 1997/98 FY budget savings of
approximately $127,849, and serve to eliminate chronic staffing deficiencies associated with
personnel absences, training of new personnel, and guarantee the required staffing.
Findings
The Police Department's training cost and down time for trainees related to the proposed
(3) outsourced vacant positions would be eliminated. Fully trained incumbents currently
performing the function would be transferred to remaining functions performed by city
employees, reducing overtime and backlogs in critical areas.
A "Request for Qualifications" was released July 29, 1997, to (12) identified firms
providing contract services. Appropriate specifications were prepared and directed to each
vendor. Proposals were received by August 13, 1997.
On August 26, 1997, a Source Selection Evaluation Committee comprised of police
personnel met to review the received bids. The committee members separately rated each
vendor submitting a proposal against source selection evaluation criteria.
It has been determined from the ratings of the Source Selection Evaluation Committee
that A.B.I.lV.I.P. was the best responsible bidder to perform the document imaging
scanning function.
The projected cost savings of outsourcing these (3) vacant positions in the 1997/98 FY is
$127,849.
City salary & benefits/overtime for (3) vacant positions:
Outsourced contracts :
Year (1) 1997/98 cost savings:
.Year (2) 1998/99 projected cost savings:
$162,220
$ 34.371
$127,849
$124,950
It'fhe cost savings for Year (2) does not include potential salary/benefit
increases for City positions.
Recommendations
1. Approve the execution of a service agreement with A.B.I.lV.I.P. to provide
police document imaging/scanning services.
2. That the Purchasing Manager issue a Purchase Order in the amount of
$34,371 to A.B.I.lV.I.P.