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AGENDA ITEM REVIEW FORM |
2.A.
Work Session
- Meeting Date:
- 01/03/2018
- Department Head:
- Richard Jessup
- Submitted By:
- Miguel Alvarez, Lieutenant, Police Department
Action Requested:
Discussion Item - No Action to be Taken
ITEM:
Discussion and possible directions to staff on any and all matters regarding authorization to purchase two (2) police canines for the San Luis Police Department Canine Unit. (Richard Jessup, Acting Chief of Police)
SUMMARY:
The San Luis Police Department is seeking approval to purchase two police canines (K9), for the purpose of retiring its two in-service police canines that have reached retirement age (8 years of service) and are experiencing medical problems related to aging. Three (3) quotes have been received and reviewed by Police Administration. The one time expense for the purchase of two (2) police canines is $20,000.00. Adlerhorst International, LLC from Jurupa Valley, California met all of the service needs established by the San Luis Police Department Administration upon the inquiry of cost quotes to purchase two police canines.
Adlerhorst International, LLC from Jurupa Valley, California provided a contract quote of $20,250.00. We also contacted Vohne Liche Kennels, Inc. from Denver, Indiana which provided a contract quote of $20,000.00, and International Canine Exchange Inc. from Portsmouth, Rhode Island which a quote of $19,500.00. Under San Luis City Code-Purchasing Section 36.01(D) for purchasing in this amount requires three (3) quotes which are provided. The contracted service was not approved in the budget for Fiscal Year 2017-2018.
After reviewing the three (3) quotes, Adlerhorst International, LLC purchase quote was determined to be the most warranty accessible.
Exclusive critical determining factors for proposing the acceptance of Adlerhorst International, LLC quote are listed as follows:
1. Seller is conveniently situated within driving distance, which can better accommodate any warranty issues within a 24 hours time period, where other sellers may take up to one to three weeks to settle any warranty issues.
2. New police canines will be hand picked by experienced San Luis Police Department K9 handlers.
Due to the above-listed reasons, the San Luis Police Department is requesting for Council to waive the procurement code as permitted in section 36.01 H and award the third lowest proposal to Adlerhorst International, LLC.
Adlerhorst International, LLC from Jurupa Valley, California provided a contract quote of $20,250.00. We also contacted Vohne Liche Kennels, Inc. from Denver, Indiana which provided a contract quote of $20,000.00, and International Canine Exchange Inc. from Portsmouth, Rhode Island which a quote of $19,500.00. Under San Luis City Code-Purchasing Section 36.01(D) for purchasing in this amount requires three (3) quotes which are provided. The contracted service was not approved in the budget for Fiscal Year 2017-2018.
After reviewing the three (3) quotes, Adlerhorst International, LLC purchase quote was determined to be the most warranty accessible.
Exclusive critical determining factors for proposing the acceptance of Adlerhorst International, LLC quote are listed as follows:
1. Seller is conveniently situated within driving distance, which can better accommodate any warranty issues within a 24 hours time period, where other sellers may take up to one to three weeks to settle any warranty issues.
2. New police canines will be hand picked by experienced San Luis Police Department K9 handlers.
Due to the above-listed reasons, the San Luis Police Department is requesting for Council to waive the procurement code as permitted in section 36.01 H and award the third lowest proposal to Adlerhorst International, LLC.
RECOMMENDATION / SUGGESTED MOTION:
DISCUSSION AND POSSIBLE DIRECTION TO STAFF ONLY, NO ACTION.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $20,250.00
- BUDGETED AMOUNT:
- No
- AVAILABLE AMOUNT TO TRANSFER:
- $20,250.00
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- 250-181-90000-118 Capital outlay - Auction and Equipment $20,250.00
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Accounts used to transfer budget are listed below:
250-181-60035.118 Minor Tools - Auction $10,250.00
250-181-60040.118 Miscellaneous - Auction $ 10,000.00
Payment Account:250-181-90000.118 - Capital Outlay -Auction Equipment
If we exceed budgeted total amount, we will transfer funds from operational budget to cover the additional funds.
250-181-60035.118 Minor Tools - Auction $10,250.00
250-181-60040.118 Miscellaneous - Auction $ 10,000.00
Payment Account:250-181-90000.118 - Capital Outlay -Auction Equipment
If we exceed budgeted total amount, we will transfer funds from operational budget to cover the additional funds.