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HomeMy WebLinkAboutAgenda Report - May 18, 2022 C-19CITY OF AGENDA ITEM Age iii zzl� o C A L I F 0 R N IA C10/9 COUNCIL COMMUNICATION AGENDA TITLE: Adopt Resolution Authorizing the Purchase of Property and Evidence Lockers for Use by the Police Department from Systems and Space of Pleasanton, CA ($61,300) MEETING DATE: PREPARED BY May 18, 2022 Chief of Police RECOMMENDED ACTION. Adopt resolution authorizing the purchase of property and evidence lockers for use by the Police Department from Systems and Space of Pleasanton, CA in the amount of $61,300. BACKGROUND INFORMATION: The police department utilizes a locker system to submit a property for evidence and safekeeping. Officers place items in a locker and shut the door, securing the item inside. The Property Clerk then removes the item from a door in the backside of the locker, accepting the item into evidence or safekeeping. Properly functioning lockers are a critical part of police work as they ensure the chain of custody for evidence. The chain of custody must be airtight for prosecutors to use evidence during criminal trials. Failure to maintain the chain of custody can lead to lost property, mistrials, and other miscarriages of justice. The police department's current evidence lockers were installed during the original construction of the police department 20 years ago. They are composed of pressed wood and a laminate, and are coming to the end of their life cycle. 7 of the 32 doors are no longer functioning, and failures are coming at a more rapid rate. The following three companies have been contacted for quotes in accordance with the City's purchasing policy: n Southwest Solutions: This company was contacted twice in January 2022. Messages were left on both occasions. There has been no response. SystemsNSpace: $61,300 Combat Weapon Storage: $44,607 Although Combat Weapon Storage (CWS) was a lower quote, SystemsNSpace (SNS) has been selected as the vendor for this project. CWS has only built property lockers for one law enforcement agency in California. CWS primarily contracts with State and Federal governments for weapons storage and equipment lockers. The company was very unresponsive during the quote process. It took nearly two months to obtain a quote and required repeated requests. APPROVED: Steve SChWabauer Stephen Schwabauer, City Manager SNS was highly responsive and had a wider variety of choices, configurations, and colors. SNS was able to configure a "Code -3" locker for items that have to be temporarily stored for an emergency purpose by an officer. SNS also provides a "Pass Back" locker; this is a locker with a digital keypad, Using it, investigators can retrieve items of evidence after hours when the Property Clerk places items in the locker, secures it, and provides the investigator with a unique passcode, allowing them to retrieve the item. SNS built lockers locally for both the Fairfield Police Department and the San Joaquin County Sheriff's Department. I inspected the lockers at the Sheriff's office on April 7'h, 2022. Employees found them to be of high quality and had no complaints regarding the product. They have been in use for several years and continue to be durable and functional. Funding for this project has been allocated as a part of the mid -year budget review in the 2021/22 fiscal period. FISCAL IMPACT: Funding for the lockers is budgeted in the Police Administration account. Funding for the new equipment purchase was requested during the mid- year budget. Salary savings from retirements and unfilled positions has allowed the department to appropriate funds for this purchase. FUNDING AVAILABLE. Repairs to Buildings ($61,300) - 10030001.72534 Andrew Keys Andrew Keys Deputy City Manager/Internal Services Director Sierra Brucia Chief of Police SS1 W. in PragrOSk Storage Solullons Systems and Space Inc. Proposal to Improve Space Management and Storage Capacity A Mme' f 3. ARNO We have set the standard in customer care - Because we understand the composition and characteristics that are intrinsic to space management and capacity planning. Lodi Police Department Lodi PD - Evidence Lockers February 9, 2022 Submitted To: Eric Versteeg Lodi Police Department 215 West Elm Street Lodi, CA 95240 Submitted By: Matt Meyer Systems Planner Systems & Space, Inc. 500 Boulder Court, Suite B Pleasanton, CA 94566 (925) 426-1955 Partners in Progressive Storage Solutions This proposal will demonstrate to you that selecting SSI as your storage solution partner will create smarter storage initiatives and help uncover the space needed to grow. Who Is Systems & Space? SYSTEMS & SPACE, INC. (SSI) is a premier provider of space, storage and filing solutions for today's business environment. Since 1988 we've been developing complete storage and space management strategies and solutions — for all types of businesses. We are experts at individual systems analysis, systems hardware, engineering and implementation. Our mission is to deliver your project on time, within budget — and trouble free. Executive Summary SYSTEMS & SPACE, INC., is pleased to present this proposal to the space management team at your company. The attached detailed architectural drawings outline your specific requirements and our solution. This proposal is available for acceptance 30 days from the cover date. Why Systems & Space, Inc.? In order to complete this project on time, with high quality results, it is essential to select a company that can work within your timelines, budget and meet your planning requirements, now and for the long term. SSI possesses the capability to ensure the success of this project because: • SSI understands the scope of your specific planning requirements • SSI engineering, project management experience and system planning are unparalleled in the industry • SSI has a longstanding partnership with Spacesaver Corporation • SSI offers extended warranty programs to preserve your investment for years to come. The SSI management team is committed at every level to the success of your project. INSSI rn_.Progressive Storage Solutions Why Spacesaver? SPACESAVER is the industry leader in high-density mobile file systems. Spacesaver has been in business since 1972 and has more installations than all of its competitors. For material protection, storage efficiency, durability, reliability, security, safety, and accessibility, Spacesaver is the state of the art solution for all your EUR storage requirements. Design This proposal includes an architectural drawing to allow for visual acceptance. The drawing outlines room dimensions, system dimensions, stored media - existing plus increased capacities and storage weight. Floor Loading Floor load data that applies to the project is subject to interpretation by a certified structural engineer. SSI is providing reference data for determining load and distribution conditions. Floor load and considerations are to be reviewed and evaluated by a qualified engineer. It is the responsibility of client to have this system approved for the floor loading if needed. SYSTEMS & SPACE, INC. can assist with the floor load assessment process. We will work directly with your structural engineer or we can provide a certified structural engineer and consulting. A complete analysis, including any required building modifications, designs and supporting structural calculations, will be prepared for a fixed fee. The fee will be determined by the complexity of the project and pricing will be submitted at your request. Delivery, Installation, Training and Warranty Components and materials will be shipped approximately 6-8 weeks upon receipt of purchase order and completed checklist. A field service supervisor and job crew leader will be assigned prior to the system installation. They will remain with the project until completion to control all scheduling, freight, elevator access and all phases of the installation to assure complete satisfaction with minimal disruption to your staff. Spacesaver warrants that all equipment shall be free from defects in materials and workmanship for five (5) years from the date of the customer's written acceptance of installation — to assure complete satisfaction. This proposal is based on installation utilizing a Monday -Friday workweek and non- union hours of 8:00 AM — to 5:00 PM. Should you require different hours, other options are available. SSI will provide unlimited training to all users to assure optimal use of your system. Extended Warranty Programs Extended warranty programs are available to protect and preserve your investment. These programs include 1s' priority service response and covered check-up appointments throughout the years. For more information, simply ask your Systems Planner. Coveriiment Healthcare Justice Library Museum Systems & Space Inc. Guarantees the Success of Your Project! L Drawing No. ` Description Spacesaver Pass Thru Evidence Lockers — Lodi Police Department Quantity and Sizes: ..... SS1 fuicen in Progressive Storage Solutions Investment iW • ED -3P-78 — 36"W x 24"D x 82"H • ED -3P-16 — 36"W x 24"D x 82"H 19387 -R2 -SSC • ED -3P-72 — 36"W x 24"D x 82"H $59,340.00 ■ EDRSHH6PT — Half Height Evidence Refrigerator w/ (6) compartments o (5) Lockers Doors above with Mail Slot, Digital Keypad Trouble Locker and Digital Keypad Pass Back Locker • Includes Trim and Filler panels at both ends of locker run The Investment includes all materials, tax, freight and installation for the Spacesaver system. Systems & Space, Inc. is not responsible for any additional engineering fees. If a client elects to pay for our Seismic Calculation Services, it includes a standard set of calculations. Any additional engineering or product modifications will be an add on cost to the client. Our price is valid for 60 days from the date of this proposal. Sourcewell Contract Purchases The Sourcewell has awarded Spacesaver with a national competitively bid contract governed by a national municipal contracting agency. When purchasing under the Sourcewell contract, please use the following guidelines in preparing your purchase orders: The purchase order will be made payable to: Systems & Space, Inc. Please include the following information on your purchase order: Sourcewell Contract Number: 010920 -SPC Remit purchase order to: Systems & Space, Inc. 500 Boulder Court, Suite B Pleasanton, CA 94566 CALIFORNIA STATE CONTRACTOR'S LICENSE NUMBER 599899 DIR CONTRACTOR'S REGISTRATION NUMBER 1000007450 Payment Terms *30% Deposit with order *40% Order ships from factory Client Approval Print Name Systems Planner: Matt Meyer 3 *30% Balance due upon completion Date Project #19387 Critical Path to Installation: 18 -Week Standard Lead Time Order placed — (see attached checklist) • Week 1— Systems Ordered by SSI • Week 17 — Product Ships from Manufacturer • Week 18 — SSI receives product and begins installation based on date set with Lodi Police Department Installation Information: 1. Company Name 2. Contact name at installation area 3. Street Address 1 5 V V 1 4. Suite, Bldg., or Floor City, State, Zip Code �i QQ� I " uA `151ZR) Contact Phone #Pager/Cell # 7. Fax # E -Mail Address V Q Billing Information: 8. Company Name: 9. Accounting Department Contact Name nind k—� ' 10. Billing AddressW Pi—?3!5 St 11. Suite, Bldg., or Floor 12. City, State, Zip Code LAI , W b c) 13. Contact Phone # ) 2— Pager/Cell # 14. Fax # E -Mail Address_ ibakt� ®1 ok ' TV Acknowledgement Information: 15. Company Name (DIY Y 16. Contact name to send order Acknowledgement to 17. Street Address 18. Suite, Bldg., or Floor 20. City, State, Zip Code 21. Contact Phone # Pager/Cell Systems Planner: Matt Meyer 51 Project #19387 Checklist for Ordering & Developing Spacesaver System ❑ Review and sign off on drawings ❑ Choose shelving colors from Spacesaver Color Selector: ❑ Choose end panels from WilsonArt Laminate book: ❑ Attach purchase order and deposit to proposal ❑ Sign and date acceptance areas on proposal ❑ Client's Move Date: ❑ General Contractor's Name: is 10 Phone # Fax # Mobile # Email Finished Floor Covering Type: Carpet or Tile (Circle one) Finished Floor Covering Installation Date: If project is Existing Construction, is client considering replacing Finished Floor Covering? Yes / No Tile or Carpet (Circle one) Is there a Construction/Move schedule available? Yes or No Project Completion Date: Non union hours of Installation are Monday through Friday 8:00 AM to 5:00 PM. After 5 PM and anytime on Saturday and Sunday is overtime. ❑ Security: Do SSI personnel need access badges, escorts, etc? ❑ Parking: Are permits required? Yes or No x Client Approval Print Name Systems Planner: Matt Meyer 5 SSI r,1—i, Progressive Storage Solutions Date Project #19387 SS1 ftd.. m Progressive Storage Solutions NOTICE: This proposal contains information that is proprietary to Systems & Space, Inc. and is intended for the use of City of Lodi only. No part of this proposal or the enclosed CAD drawings may be used, reproduced or disclosed to any other party without prior consent of Systems & Space. Inc. TERMS & CONDITIONS FOR PRODUCTS, SYSTEMS & INSTALLATIONS L GENERAL: These terms & conditions shall apply to sales from SYSTEMS & SPACE, INC. to BUYER and to any quotation by SYSTEMS & SPACE, INC. for sales. These terms & conditions shall not be superseded by any terms & conditions in BUYER'S order. If a Contract Agreement will be issued in lieu of, or in addition to execution of this proposal, Buyer agrees to include this proposal as an Exhibit to the Contract Agreement. 2. PRICING: This proposal is valid for 60 days from the date of the proposal. 3. PAYMENT TERMS: The Buyer shall issue a 30% deposit to SYSTEMS & SPACE INC. with order with balance due upon completion. If the BUYER issues a purchase order for goods and/or services, the BUYER shall state the deposit amount on BUYER's purchase order. A monthly finance charge of 1 '/2 % per month shall accrue to the BUYER on all outstanding invoices beyond 30 days. 4. ENGINEERING DATA: The proposal, drawings and/or specifications of any quotation are confidential engineering data, and represent SYSTEMS & SPACE, INC.'S investment in engineering skill and development, and remain the property of SYSTEMS & SPACE, INC. Such are submitted with the understanding that the information will not be disclosed or used in any manner detrimental to SYSTEMS & SPACE, INC. All specifications and dimensions of proposal, drawings are approximate, and are subject to changes during detailed engineering. 5. DELIVERY: Shipping or delivery dates are approximate. SYSTEMS & SPACE, INC. shall not be liable for delays in or failure of delivery due to changes requested by BUYER, or causes beyond its control. At the request of BUYER, BUYER shall make payment as though shipment has been made as specified and for any expenses incurred by SYSTEMS & SPACE, INC. due to BUYER'S request in delaying shipment. 6. STORAGE: If product is stored for more than 30 days at SYSTEMS & SPACE, Inc. due to delays in delivery caused by BUYER, SYSTEMS & SPACE INC. will charge BUYER at the rate of 1% of BUYER's invoice per month pro-rated daily. Z. SPECIALS: Special items not considered as standard inventory by SYSTEMS & SPACE, INC. and/or manufactured by SYSTEMS & SPACE, INC. to BUYER'S specifications or job requirements, will become the sole property of the BUYER and will not be accepted for return. 8. INSURANCE: SYSTEMS & SPACE, INC. carries Workers' Compensation insurance with statutory limits as required by law. In addition, SYSTEMS & SPACE, INC. carries General Liability Insurance with 51M occurrenceQM genera] aggregate/$2M completed operations, and Auto Liability with $1M combined single limit. Upon request, entities shall be named as Additional insured under endorsement CG Fit 48 080 05. c� �yz, kii- y11Lt<�.+Q 9. CANCELLATION: On all cacuelled orders, RUYER shall compensate SYSTEMS Sr SPACE, INC. for its performanve,.cornmitmft*eand damage as follows: BUYER shall pay SYSTEMS & SPACE, INC. a cancellation fee not to exceed the original purchase price. 10. CONSTRUCTION AREA: BUYER shall provide SYSTEMS & SPACE, INC. with a free and clear construction site. All materials and/or construction shall be removed from the area. BUYER will furnish SYSTEMS & SPACE, INC. with adequate electrical power to efficiently operate the power tools required for the installation. 11. UNLt7AD.dNG. SPOTTING AND STORAGE: BUYER shall provide SYSTEMS & SPACE, INC. with adequate unloading facilities, and sufficient access to those facilities to insure SYSTEMS & SPACE, INC.'S efficient unloading procedure. Adequate aisles shall be provided by the BUYER to provide efficient handling of the materials from the unloading of storage area to the construction site. 12. COMMENCEh%NT OF INSTALLATION AT JOB SITE:. SYSTEMS & SPACE, INC. will not be obligated to commence work at job site until receipt of written notice from BUYER that BUYER'S building is ready for use and necessary utilities and equipment are supplied there as well. 13. CHANGES IN WORK: Should the BUYER order changes in the work, such orders and adjustments shall be made in writing to SYSTEMS & SPACE, INC. The contract price shall be adjusted according to the changes in the work specified. 14. COMPLETION: Installation shall be deemed completed upon use of any equipment by BUYER. 15. FLOORS: BUYER is responsible for the load bearing capacity of the floor upon which the proposed installation shall be constructed. 16. FLOOR COVERING: Existing floor covering may require removal prior to the start of our scope of work. Removal and replacement of existing floor covering is specifically excluded from this proposal. Should the client wish Systems & Space, Inc. to remove the existing floor covering, please consult your Systems Planner for a quote for this work. Please note that while Systems & Space, Inc. will use every precaution to maintain the integrity of the existing floor covering, we cannot guarantee that the existing floor covering will be suitable for reuse. Client acknowledges that installation of new floor covering may be required, at an additional cost to client. 17. SURVEYS, PERMITS AND REGULATION& BUYER shall procure and pay for all permits, inspections, and/or structural calculations required by any governmental authority for any part of the work performed by SYSTEMS & SPACE, INC., except if otherwise stated. 18. TESTING: All material and equipment for testing the installation shall be provided at BUYER'S expense. At the time that SYSTEMS & SPACE, INC. states to the BUYER that the work is complete, the BUYER will inspect the work and if the work is in conformity with the terms and provisions of the proposal, the BUYER shall accept the same and deliver to SYSTEMS & SPACE, INC. a signed statement of acceptance. If the BUYER fails to so notify SYSTEMS & SPACE, INC. or if the BUYER fails to make such inspection, the work shall be conclusively deemed accepted by the BUYER. 19. LABOR RELA ONS• SYSTEMS & SPACE, INC. is a non-union contractor. Unless specifically outlined in the project specifications and/or bid documentation, our bid will not be based upon compliance with the terms and conditions of any labor agreements. Any requirement to comply with labor agreements identified after submission of this bid will require an increase in our contract amount to reflect this change. Our proposal is based upon an eight (8) hour workday during normal business hours (unless otherwise specified). No provisions have been made for overtime or shift premium pay. 20. LEGAL ACTION: In the event that any legal action is initiated regarding the breach of any terms or conditions of this agreement, the prevailing party shall be entitled to receive in addition to any damages suffered, their court costs and attorney's fees incurred. X Client Approval Print Name Date Systems Planner: Matt Meyer Project#19387 Approved as to Form: 6 City Attorney SS1 Plnxn in Pro gi esslve Storage So-lutions References Companies who have entrusted SYSTEMS & SPACE, INC. CISCO SYSTEMS jin2 tI 'i ' KAISER 00000 PERMANENTE. O _ CALIFORNIA IE6 ACADEMY OF SCIENCES B�K-°Iir:�ST II16 '� w Apple 0 1l. L j[hP n� SCA CLqyDF NOL jo POLICE O L I 7� i r r � r 1111 sWCs;ramenro 00 BERKELEY LAB San Francisco 4 Sutter Health Q!!1v - ..Water ,�: — L SON Y 7 Evidence Lockers Proposal For Lodi PD Version 1 March 7, 2022 ©Vital Valt, 2022. All Rights Reserved. This document contains information that is proprietary to Vital Valt, and the customer identified herein. Reproduction and distribution of this document is restricted for exclusive use by the above named entitled. The information contained herein is subject to change without notice, and shall supersede information in similar documents produced for the above named entity. Warranties governing the suitability and contents, whether expressed or implied, are limited to use of this document in the manner in which it is intended, as described herein. Vital Valt makes no warranties for consequential or incidental damages connected with the furnishing and use of this material. V VITALVALT- 1622 Edinger Ave. Suite F, Tustin CA 92780 1 Phone: 714-258-4656 Fax: 714-258-4660 March 7, 2022 Capt. Eric VerSteeg Lodi PD Lodi, CA Dear. Capt. VerSteeg: On behalf of Vital Valt, I would like to thank you for the opportunity to provide you with the attached proposal for your consideration. Vital Valt is a leading distributor of law enforcement secure storage systems include gear, duty and evidence lockers. We are proposing a new evidence locker system for your property room to accommodate a twelve foot wide space with fillers to close out the 13' W opening. Thank you again for the opportunity to earn your trust and respect. We look forward to working with you on the implementation of this project. Vital Valt (Formerly MTM Business Systems) is a woman -owned certified small business #33356. Contractors License number #701914 Sincerely, Jeff Moll Vital Valt (formerly MTM Business Systems) GS -07F-0661 W www.combatweaponstorage.com )rs Evidence Lockers 4 Evidence Lockers All Welded construction 18 gauge top, frame, sides, back, bottom and doors. 16 gauge: Piano hinges Recessed handle: Stainless Steel Latching Mechanism: Push -Button padlock hasp 4"H recess base included Plastic Number Plates Recess Trim included Standard Colors 82" H x 24" D x 36" W 1 each, Pass-through, Four -door unit, Refrigerator *NOTE: 2, 4, 6 mini door inserts 1 each, Pass-through, Six -door unit 1 each, Pass-through, Eight -door unit 1 each, Pass-through, Ten -door unit QUA MODEL DESCRIPTION AMOUNT 4 EL Evidence Lockers (4) + trim $35,207.69 1 F Freight with liftgate delivery $2,100.00 1 Assembly Assembly $3,900.00 1 TAX CA Sales Tax 8.25% $3,399.63 Total Investment $44,607.33 Delivery: 4-6 month lead time for lockers plus transit time. Refrigerated locker unit has extended lead time. Standard lead time 8-12 weeks. Terms: Net 30 upon receipt of materials. Late payments are subject to interest charges at a rate of 1.5% per month. Prices good for 30 days. Return Policy: All orders are custom; there are no returns or refunds. Factory defects are the factories responsibilities. We will make every effort to assist our customers when these situations occur however the factory has the ultimate responsibility with warranty issues. We will assist in getting a Returns Goods Authorization (RGA) number to return any defective materials if they cannot be repaired and a replacement will be sent via the factory. 1. Freight damage is not the responsibility of Vital Valt. We will file freight claims and re -order damaged items. But under no circumstances will Vital Valt pay customers for delays caused by the trucking industry. As the materials exceed $500 in value and are attached to a building, the State Contractors law requires that it be sold and installed by a current Licensed Contractor from the State of California. The requirement that the seller have a license is required whenever installation labor (assembly) and materials are sold by the seller. Should the seller and a separate installer invoice the customer separately then the seller does not need to have the contractor's license. As we are supplying in this proposal both the materials and the assembly labor then we are required to have a contractor's license. We meet this requirement. Address Order To: Vital Valt 1622 Edinger Avenue Suite F Telephone: 714-258-4656 Fax: 714-258-4660 EIN/TIN: 33-0527722 Duns No: 82-524-5590 Cage Code: OY6X8 Vital Valt is a woman owned small business. Thank you for allowing Vital Valt to be of service. Authorized Signature to Proceed with Purchase: Date: Name Printed: RESOLUTION NO. 2022-132 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE PURCHASE OF PROPERTY AND EVIDENCE LOCKERS FOR USE BY THE POLICE DEPARTMENT FROM SYSTEMS AND SPACE, OF PLEASANTON WHEREAS, the Police Department utilizes a locker system to submit property for evidence and safekeeping. Officers place items in a locker and shut the door, securing the item inside; and WHEREAS, properly -functioning lockers are a critical part of police work as they ensure the chain of custody for evidence; and WHEREAS, the Police Department's current evidence lockers were installed during the original construction of the Police Department 20 years ago and are composed of pressed wood and a laminate, and are coming to the end of their life cycle; and WHEREAS, Systems and Space (SNS) has been selected as the vendor for this project. NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby authorize the Lodi Police Department to purchase property and evidence lockers from Systems and Space, of Pleasanton, California, in the amount of $61,300; and BE IT FURTHER RESOLVED that if funds are not expended by the end of Fiscal Year 2022, funding will roll forward to the next fiscal year. Date: May 18, 2022 I hereby certify that Resolution No. 2022-132 was passed and adopted by the Lodi City Council in a regular meeting held May 18, 2022, by the following vote: AYES: COUNCIL MEMBERS — Hothi, Khan, Nakanishi, and Mayor Chandler NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Kuehne ABSTAIN: COUNCIL MEMBERS — None OLIVIA NASHED City Clerk 2022-132