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Home My WebLink About08 PD PROPERTY & EVIDENCE LOCKER PURCH 11-04-08Agenda Item ~ Reviewed: AGENDA REPORT City Manager Finance Director MEETINC3 DATE: NOVEMBER 4, 2008 TO: WILLIAM A. HUSTON, CITY MANAGER FROM: SCOTT M. JORDAN, CHIEF OF POLICE SUBJECT: POLICE PROPERTY AND EVIDENCE LOCKER PURCHASE SUMMARY The Police Department Property and Evidence lockers need to be replaced. The current lockers have exceeded ,their life span and are in a state of disrepair causing safety and security issues. Attempts to repair these lockers have been unsuccessful. RECOMMENDATION Authorize the Police Department to proceed with the purchase and installation of a new evidence locker system and authorize the use of asset forfeiture funds for this project. FISCAL IMPACT $65,000 of budgeted Asset Forfeiture funds. BACKGROUND The current property and evidence lockers have been in place since the police facility was originally constructed over fourteen years ago. The laminate cabinet doors are worn down to the point that the lockers and locking mechanisms slip and lock by themselves on a regular basis, making them unusable. Replacement doors for this system are not available. Replacing locks and fixtures has been deemed impossible by both Field Services staff and outside vendors. In addition to the current poor structural condition of the lockers, evidence itself has changed dramatically specific to DNA collection and proper storage conditions. The locker system proposed includes a refrigerated area with smaller segregated areas within to secure items as small as swabs and as large as clothing which contain DNA evidence. The passage of Proposition 69 mandates the collection of DNA swabs beginning in January 2009 at which time adults arrested or charged with any felony will be subject to DNA collection. Refrigerated storage capability allows for optimal integrity of DNA items booked during hours of the day or night when Property and Evidence personnel are not on duty to transition the items directly to refrigerated storage areas within the unit. Staff has selected McMurray Stern, a local vendor from the Santa Fe Springs area from the current state of California Multiple Award Scheduled (CMAS) list of approved vendors who have completed the State of California bid process for this project. Their verified listing of active status as a CMAS vendor is attached herein. Attached please find the vendor quote for this project as submitted by McMurray Stern. In addition to their quote for the project of $51,905, the fiscal impact total has been adjusted by an additional $13,095 to include sales tax of approximately $2,950 and funding for necessary electrical work associated with the installation. Electrical configurations will be required to support the refrigeration units as well as the automated roll-up door. Each of these call for dedicated circuits and emergency power enabling and after discussion with the vendor, staff is approximating those costs at $10,000. ~(~ _~_ SCOTT M. JO AN, Chief of Police J CHRISTINE SCHWA , Support Services Manager x ~~ ~~ ~~ g~~- 4 ~pti rn D n ~ ~ A OWI tD r a ~ ~° ~ ~ r N (/] ~ ~ O r ~. ~ N m m L ~ # a 78~ 0 z ~ N A O m ~' ---82' OVERALL HT.--I ~~ ~l ~~,. x m ~. a T ~ N '~ ~. _ # ~ 1 ~- 36 -+~- 48' APPROVALS: 1. Customer approval to proceed with work as shown hereon: Name: Date: ~ - ~~ ~ ~ ~ € ~ a~ ~ s~~ ~~~~ ~~ ~€ -~~ ~~ ~~ ~~ ~~~$ ~ ~ it €~ ~ ~ ~ ~ ~°g ~~ ~~ ~ ~~q ~ ~ ~ b ~ ~ ~ ~ ~ ~ TUSTIN POLICE DEPARTMENT ~ M~Murra ~ Stern y i y ~ The Storage Solutions Group Design Enq n~~rln Construction ~ E TUSTIN q ~ ~ ~ ~ 300 CENTENNIAL WAY %;; G'~°°~°-~ ~ f b m ~ N , TUSTIN CA 92780 t ' 4 , ~ ,~I~,~ ~-~r,~„o O O o N/eltlOlrt a uen~r SfElbl AND 9NLL MOf BF COPIFO. ucm OR RFPIIOOOCID M MOIL OR M PMf EYCtyf /Y MIRd ND D I ? ~ ~ V fA11PErRQEO /iI1EFYEMf MIX Ye111JRNT SIEAII a a .0 T 4 4 a a T 4 T T T T T T a i TO T a e a s e a T T T T T T a T a T T RECC7MMENDED Sx:~~UTIONS Based on client interviews and ahands-on physical survey, it has been determined that City of Tustin Police Department's needs are as follows: • The City of Tustin Police Department needs to replace the current built-in laminate lockers and workstation due to numerous safety and security issues which are inherent with laminate lockers. In order to provide your facility with the maximum storage and filing efFciencies possible, we recommend the following solution: • The solution that is recommended for implementation is presented in three parts: DSM Pass-Through Evidence Lockers; Modular Millwork Cabinets and Rollok Rolling Door. • Part One: DSM Lockers. Proposed for implementation is a row of five locker cabinets, which provide a total of 38 lockers of various dimensions. All lockers are specified as "pass-through" lockers. One locker is specified with a "mail slot". One locker is specified as a #RSD4 refrigerator insert. Two lockers are specified a "pass- back" lockers to allow for the temporary placement of evidence that needs to be "staged" during the report writing process. • Part Two: Modular Millwork Cabinets. Two back-to-back cabinets are proposed for implementation. These cabinets are designed to replace the existing built-in cabinets. Each unit has the overall dimensions of 15.75"D x 48"W x 36"H and is configured with one cabinet door and one interior adjustable shelf. Also, included are seven custom panels that are designed to provide the necessary security for the workstation area. • Part Three: Rollok Rolling Door. This Rollok Rolling Door is designed to provide security for the evidence room during the hours that it is closed. Refer to drawing # 13004, with the revision date of 712108. Proprietary ~ Confidential McMurray Stem Inc. INVESTMENT The price of the products and services detailed in this proposal and tailored to the unique needs of Tustin Police Department is: Part One: DSM Lockers: $43,560.00. Part Two: Modular Millwork Cabinets: $4,175.00. Part Three: Rollok Rolling Door: $1,220.00. Terms • Prices shown above include all material/equipment and installation, but are plus sales tax and freiaht (approximately $2 950.00). • The order is payable with a fifty percent deposit at time of order, balance due upon completion of installation. • Standard color needs to be selected. • Lead time is approximately seven to nine weeks after receipt of order. • Prices shown are valid through August 31, 2008. Standard Items Included: Receiving at our facility Included Materials are unloaded, inspected and staged for delivery to jobsite. Material delivery to jobsite Included Materials are delivered to the jobsite only as needed to minimize disruption of operations and to avoid "Trade Stacking". Installation Included Installation crews are McMurray Stern uniformed, factory-trained and bonded full-time employees. Our crews are not subcontracted. After hours installation is available at no extra charge. Union labor Included Southern California Carpenter's Union Local 409. Removal of all debris and clean-up Included Upon completion of installation, all packing materials and other debris are removed from the jobsite and hauled away. Warranty 8~ 1-year scheduled maintenance Included To insure long-term trouble-free operation. Service Technicians are McMurray Stern uniformed, factory-trained and bonded full-time employees. Our Service Technicians are not subcontracted. Extended warranty and scheduled maintenance contracts are available upon request. Proprietary 6 Confidential McMurray Stem Inc. User training -on system operation Included Unlimited training to all potential users to insure safe and efficient system operation. Training on basic trouble-shooting and remedial maintenance techniques is also provided to client's assigned maintenance personnel. Optional Items for Consideration: Structural Calculation Services McMurray Stern can provide structural calculations for the seismic anchorage of the shelving system. Services include preparation of calculations by a licensed structural engineer and all wet stamped & signed copies. Permit Services* In jurisdictions that require a building permit for installation of shelving or movable cabinets in excess of 69" in height (2001 California Building Code, section 106.2.4), McMurray Stern can provide Permit Services. If Permit Services are ordered, it is required to obtain structural calculations (see Structural Calculation Service information above). McMurray Stern will obtain structural calculations (stamped by a licensed structural engineer) for the anchorage of the proposed systems. In addition, McMurray Stern will submit this documentation to the appropriate regulatory agency to obtain the necessary permits. Client is responsible for the load bearing capacity of the floor upon which the proposed installation shall be constructed. Floor loading evaluation is not included in this cost, but can be quoted separately. $1,750.00 $1,200.00 Actual plan check and permit fees charged by the city are not included and will be added to the final invoice. * Above prices an: offered per system; multiple systems to be quoted separately. If services ans desired, they must be ordered at time of shelving system purchase and cannot be provided subsequent to. St-uctural Calculation Services extend the standarcl lead-time an additional 2 weeks and Permit Services extend the standarti lead Time an additional 4 weeks; after all necessary information has been supplied. Also, should the structural engineer requin: any modifications such as additional anchorage, additional rails or wheel assemblies, notification of additional costs will be serf to you for approval. The State has determined that any person who purports to have the capacity to undertake or submits a bid to construct these types of structures must be licensed pursuant to Contractor's License Law (B & P Code, Division 3, Chapter 9). CALIFORNIA STATE CONTRACTOR LICENSE NUMBER 469217 Client Approval Date City of Tustin Police Department Proprietary & Confidential McMurray Stem Inc. California Multiple Award Schedules Small Business Partners Page 40 of 73 VERIFY SBE CERTIFICATION STATUS AT ~•~4aw.pd_. dgs ._ca • qqv/smbus CONTRACT N0: 3-08-70-0659C CATEGORY: EDP SERVICE CONTACT: BENJAMIN FLORES TEL. NO.: (916) 851-9254 MAPVISION TECHNOLOGIES INC VERIFY SBE CERTIFICATION STATUS AT wwt~r.pd.dgs.ca~/smbus CONTRACT NO: 3-07-70-1420C CATEGORY: EDP SERVICE CONTACT: DEVANG PARIKH TEL. NO.: (714) 521-2135 MATRIX INNOVATIVE SYSTEMS INC VERIFY SBE CERTIFICATION STATUS AT www.pd.dgs.ca.gov/smbus __ _ __ CONTRACT N0: 3-07-70-2451A CATEGORY: EDP SERVICE CONTACT: NICOLE LECRENN-SANCHEZ TEL. NO.: (916) 543-5880 ~MAXPLORE TECHNOLOGIES INC VERIFY SBE CERTIFICATION STATUS AT www.nd.dgs.ca.g_o_v/smbus CONTRACT NO: 3-05-70-2255A CATEGORY: EDP SERVICE CONTACT: DEBANKUR DAS TEL. NO.: (408) 748-6970 MAXUT INC VERIFY SBE CERTIFICATION STATUS AT www._d_.dgs.ca.c~ov/sm~us CONTRACT NO: 3-07-70-2434A CATEGORY: EDP SERVICE CONTACT: MARTIN AJAYIOBE TEL. NO.: (925) 679-8120 MAZYCK & ASSOCIATES VERIFY SBE CERTIFICATION STATUS AT ~•aww~~d..dgs.c;a.gov/smbus CONTRACT N0: 3-06-70-2321A CATEGORY: EDP SERVICE CONTACT: EDWARD MAZYCK JR TEL. NO.: (916) 391-8062 MCMURRAY STERN INC VERIFY SBE CERTIFICATION STATUS AT ww~~r. mod. dgs . c~a . q:w/smbus CONTRACT NO: 4-04-01-0030B CATEGORY: COMMODITY EQUIPMENT CONTACT: MATHEW DENBURG TEL. NO.: (800) 499-6919 CONTRACT NO: 4-07-71-0021D CATEGORY: COMMODITY EQUIPMENT CONTACT: CONNIE COLE TEL. NO.: (800) 499-6919 ~MCWILLIAMS MAILLIARD TECH GRO VERIFY SBE CERTIFICATION STATUS AT www_pd.d~s.ca_gov/smbus CONTRACT NO: 3-05-70-1596B CATEGORY: EDP SERVICE CONTACT: ANTOINETTE MAILLIARDTEL. NO.: (415) 771-3452 MEDIA MAXIMUS & CONSULTING http://www.applications.dgs.ca.gov/pd/acqui/contract/sbe.asp 8/20/2008