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Home My WebLink AboutORDINANCE 6007113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6007 File Number: 2017-0604 ARKANSAS CRIME INFORMATION CENTER BID WAIVER: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING THROUGH 2022, AND TO AUTHORIZE PAYMENTS TO THE ARKANSAS CRIME INFORMATION CENTER FOR FEES RELATED TO STATE COMPUTER AND TELEPROCESSING TRANSACTIONS IN 2017 WHEREAS, the Arkansas Crime Information Center is solely responsible for the administration of a statewide comprehensive data system that is necessary for the operations of criminal justice agencies and the City of Fayetteville has relied upon these services for more than forty years; and WHEREAS, the cost of the services is expected to exceed $20,000.00 for the first time in 2017. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding through 2022 and further authorizes payments to the Arkansas Crime Information Center for fees related to state computer and teleprocessing transaction fees in 2017. PASSED and APPROVED on 11/7/2017 Page 1 Attest: SondraE. Smith, City ClerkTreasurer %J11111111,r 1 1k%"' �.1 0 , f�fl/ Y op w r* 'Sx1 i a ;Ci (-�:i=AYETf EVILLE; cQ .s Printed an N1441I1w�►`�� City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2017-0604 Agenda Date: 11/7/2017 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C. 2 ARKANSAS CRIME INFORMATION CENTER BID WAIVER: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING THROUGH 2022, AND TO AUTHORIZE PAYMENTS TO THE ARKANSAS CRIME INFORMATION CENTER FOR FEES RELATED TO STATE COMPUTER AND TELEPROCESSING TRANSACTIONS IN 2017 WHEREAS, the Arkansas Crime Information Center is solely responsible for the administration of a statewide comprehensive data system that is necessary for the operations of criminal justice agencies and the City of Fayetteville has relied upon these services for more than forty years; and WHEREAS, the cost of the services is expected to exceed $20,000.00 for the first time in 2017. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding through 2022 and further authorizes payments to the Arkansas Crime Information Center for fees related to state computer and teleprocessing transaction fees in 2017. City of Fayetteville, Arkansas Page 1 Printed on 11/8/2017 Greg Tabor Submitted By City of Fayetteville Staff Review Form 2017-0604 Legistar File ID 11/7/2017 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/11/2017 Submitted Date Action Recommendation: CENTRAL DISPATCH (260) Division / Department Approve an ordinance waiving the requirements of formal competitive bidding to authorize payment to the Arkansas Crime Information Center for fees related to state computer and teleprocessing transaction fees. 1010-260-2600-5309.00 Account Number Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Previous Ordinance or Resolution # Original Contract Number: Comments: Budget Impact: Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget General Fund Project Title $ 20,200.00 $ 13,345.38 f$ 6,854.62 $3,600 $ 3,254.62 V20140715 Approval Date: CITY OF n FAYETTEVILLE ARKANSAS MEETING OF NOVEMBER 7, 2017 TO: Mayor and City Council THRU: Greg Tabor, Chief of Police FROM: Kathleen Stocker, Dispatch Manager DATE: October 20, 2017 CITY COUNCIL MEMO SUBJECT: Arkansas Crime Information Center (ACIC) fees related to state computer and teleprocessing transaction fees. RECOMMENDATION: Staff recommends approval of an ordinance waiving the requirements of formal competitive bidding to authorize payment to the Arkansas Crime Information Center (ACIC) for fees related to state computer and teleprocessing transaction fees. BACKGROUND: The Arkansas Crime Information Center is responsible for the administration of a comprehensive data system that is accessible by criminal justice agencies. This system is interfaced with the FBI National Crime Information Center, as well as similar systems in 49 states. This is the sole source for this type of access by the department. The Fayetteville Police Department uses the Arkansas Crime Information Center's system to access criminal justice information such as criminal history information, driver's license, vehicle license, etc. The Fayetteville Police Department also uses this system to broadcast information to other agencies and to enter stolen property and wanted and missing persons into the system for nationwide access for other law enforcement agencies. This system has been used by the Fayetteville Police Department for over forty years. DISCUSSION: The criminal justice information received from this system is critical for law enforcement use and officer safety. The Police Department will handle ars estimated 420,000 transactions requesting information from ACIC annually. ACIC fees are based on the number of transactions generated. The transactions have steadily increased and we believe we will reach the $20,000 threshold this year. This ordinance will allow us to continue to access this information. BUDGET/STAFF IMPACT: In 2018, an increase has been requested in the 2018 budget. Attachments: Transaction Listing Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 City of Fayetteville Accumulated Transaction Listing G/L Date Range 01/01/17 - 10/09/17 Include Sub Ledger Detail Include Accounts with No Activity JE Entry Invoice Number Vendor Description FVPD-02-17 AR Crime Information Center 2017 State Computer Service 05/04/2017 2017-00003075 JE AP A/P Invoice Entry Invoice Number Vendor Description FVPD-03-17 AR Crime Information Center 2017 State Computer Service and Teleprocessing Fees 06/01/2017 2017-00003737 JE AP A/P Invoice Entry Invoice Number Vendor Description FVPD-04-17 AR Crime Information Center 2017 State Computer Service and Teleprocessing Fees Accounts 1,597.57 3,298.36 Payable Invoice Date Payment Type Payment Number Amount Dist Amount 03/21/2017 Check 4747 1,597.57 1,597.57 Total $1,597.57 $1.597.57 Month March 2017 Totals $3,298.36 $0.00 $3,296.36 Accounts 2,087.97 5,386.33 Payable Invoice Date Payment Type Payment Number Amount Dist Amount 04/25/2017 Check 5617 2,087.97 2,087.971 Accounts Payable Invoice Date 05/26/2017 Total $2,087:97 52,JE7.97 Month May 2017 Totals $2,087.97 $0.00 $5,386.33 1,953.08 7,339.41 Payment Type Payment Number Amount Dist. Amount Check 6155 1,953.08 1,953.081 Total ;?112017 2017-00004187 JE AP A/P Invoice Entry Accounts 2,0$! Payable - Invoice Number Vendor Description Invoice Date Payment Type Payment Number FVPD-05-17 AR Crime Information Center 2017 State Computer Service & 06/16/2017 Check 6624 Teleprocessing Fees May Total Amount Dist. Amount 2,089.81 2,089.81 9,429.22 Month June 2017 Totals $4,042.89 $0.00 $9,429,22 07/20/2017 2017-00004837 JE AP A/P Invoice Entry Accounts 1,902.48 11,331.70 Payable Invoice Number Vendor Description Invoice Date Payment Type Payment Number Amount Dist Amount I FVPD-06-17 AR Crime Information Center June 2017 State Computer Service & 07/14/2017 Check 7115 1,902.48 1,902.48Teleprocessing Fees Total Month July 2017 Totals 51,902.48 $0.00 $11,331.70 Run by Lyssie Koscheski on 10/9/2017 3:54:44 PM Page 1 of 2 Journal Sub G/L Date Journal Tvoe Ledger DescriotionlProrect _-- Source Reference DebitAmount Credit Amount Actual_ Balance G/L Account Number 1010.260.2600-5309.00 Lease Expense Balance To Date: $0.00 03/01/2017 2017-00001466 JE AP A/P Invoice Entry Accounts 1,700.79 1,700.79 Payable Invoice Number Vendor Description Invoice Date Payment Type Payment Number Amount Dist: Amount FVPD-01-17 AR Crime Information Center January 2017 State Computer Service 02/17/2017Check 4236 1,700,79 1,700,79 Total $1.700.79 51.700.79 JE Entry Invoice Number Vendor Description FVPD-02-17 AR Crime Information Center 2017 State Computer Service 05/04/2017 2017-00003075 JE AP A/P Invoice Entry Invoice Number Vendor Description FVPD-03-17 AR Crime Information Center 2017 State Computer Service and Teleprocessing Fees 06/01/2017 2017-00003737 JE AP A/P Invoice Entry Invoice Number Vendor Description FVPD-04-17 AR Crime Information Center 2017 State Computer Service and Teleprocessing Fees Accounts 1,597.57 3,298.36 Payable Invoice Date Payment Type Payment Number Amount Dist Amount 03/21/2017 Check 4747 1,597.57 1,597.57 Total $1,597.57 $1.597.57 Month March 2017 Totals $3,298.36 $0.00 $3,296.36 Accounts 2,087.97 5,386.33 Payable Invoice Date Payment Type Payment Number Amount Dist Amount 04/25/2017 Check 5617 2,087.97 2,087.971 Accounts Payable Invoice Date 05/26/2017 Total $2,087:97 52,JE7.97 Month May 2017 Totals $2,087.97 $0.00 $5,386.33 1,953.08 7,339.41 Payment Type Payment Number Amount Dist. Amount Check 6155 1,953.08 1,953.081 Total ;?112017 2017-00004187 JE AP A/P Invoice Entry Accounts 2,0$! Payable - Invoice Number Vendor Description Invoice Date Payment Type Payment Number FVPD-05-17 AR Crime Information Center 2017 State Computer Service & 06/16/2017 Check 6624 Teleprocessing Fees May Total Amount Dist. Amount 2,089.81 2,089.81 9,429.22 Month June 2017 Totals $4,042.89 $0.00 $9,429,22 07/20/2017 2017-00004837 JE AP A/P Invoice Entry Accounts 1,902.48 11,331.70 Payable Invoice Number Vendor Description Invoice Date Payment Type Payment Number Amount Dist Amount I FVPD-06-17 AR Crime Information Center June 2017 State Computer Service & 07/14/2017 Check 7115 1,902.48 1,902.48Teleprocessing Fees Total Month July 2017 Totals 51,902.48 $0.00 $11,331.70 Run by Lyssie Koscheski on 10/9/2017 3:54:44 PM Page 1 of 2 City of Fayetteville Accumulated Transaction Listing G/L Date Range 01/01/17 - 10/09/17 Include Sub Ledger Detail Include Accounts with No Activity Journal Sub G/L Date Journal Type Ledger DesrriQtlonfProiect Source Reference _ Debit Amount Credit Amount Actual Balance G/L Account Number 1010.260.2600-5309.00 Lease Expense Balance To Date: $0.00 08/30/2017 2017-00005733 JE AP A/P Invoice Entry Accounts 2,013.68 13,345.38 Payable Invoice Number Vendor Description Invoice Date Payment Type Payment Number Amount Dist. Amount FVPD-07-17 AR Crime Information Center 2017 State Computer Service and 08/25/2017 Check 7812 2,013.68 2,013.68 Teleprocessing Fees Total $2,013.68 $2,013.68 Month August 2017 Totals $2,013.65 $0.00 $13,345,38 Account Lease Expense Totals $13,345.38 $0.00 $13,345.38 Program Central Dispatch Totals $13,345.38 $0.00 Division Central Dispatch Totals $13,345.38 50.00 Fund General Totals $13,345.38 MOO Grand Totals 513,345.38 50.00 This document show invoices from January 2017 - July 2017. Projected out to the end of the year shows going over the $20,000 threshold. Run by Lyssie Koschesid on 10/9/2017 3:54:44 PM Page 2 of 2 AFFIDAVIT OF PUBLICATION I Karen Caler, do solemnly swear that I am the Legal Clerk of the Northwest Arkansas Democrat -Gazette, printed and published in Washington County and Benton County, Arkansas, and of bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of. CITY OF FAYETTEVILLE Ord. 6007 Was inserted in the Regular Edition on: November 16, 2017 Publication Charges: $ 85.80 Karen aler Subscribed and sworn to before me This j 1 day of -)Iy, , 2017. &ZL' O)IL Notary Public in I / My Commission Expires: 424204 **NOTE** Please do not pay from Affidavit. Invoice will be sent. ( CATHy WILES Arkansas - Benton Counts (j (rotary Public - Come 1230711 My Commission Expires Feb 20, 2024 — , DEC 12017 CITY OF FAYETTEVILLE CITY CLERK'S OFFICE Ordinance: 6007 File Number: 2017-0604 ARKANSAS CRIME INFORMATION CENTER BID WAIVER: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING THROUGH 2022, AND TO AUTHORIZE PAYMENTS TO THE ARKANSAS CRIME INFORMATION CENTER FOR FEES RELATED TO STATE COMPUTER AND TELEPROCESSING TRANSACTIONS IN 2017 WHEREAS, the Arkansas Crime Information Center is solely responsible for the administration of a statewide comprehensive data system that is necessary for the operations of criminal justice agencies and the City of Fayetteville has relied upon these services for more than forty years; and WHEREAS, the cost of the services is expected to exceed $20,000.00 for the first time in 2017. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding through 2022 and further authorizes payments to the Arkansas Crime Information Center for fees related to state computer and teleprocessing transaction fees in 2017. PASSED and APPROVED on 11/7/2017 Approved: Lioneld Jordan, Mayor Attest: Sondra E. Smith, City Clerk Treasurer 74344223 Nov. 16, 2017