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• RESOLUTION NO. 9,07f
A RESOLUTION AUTHORIZING THE AWARD
OF THE CONTRACT TO NEC TECHNOLOGIES
FOR AN AUTOMATED FINGERPRINT
IDENTIFICATION SYSTEM; AND FOR
OTHER PURPOSES.
29
WHEREAS, the City advertised bids on November 22, 1993,
for an Automated Fingerprint Identification System (AFIS) and
closed those bids on December 8, 1993; and
WHEREAS, the City expressly noted in the bid that it could
only Nobligate itself for one (1) year so the award would be
based on compliance of specifications and total costs for one
year," and
WHEREAS, NEC Technologies of Rolling Meadows, Illinois,
had the lowest one year cost.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF
THE CITY OF LITTLE ROCK, ARKANSAS:
SECTION 1. The City Manager is authorized to enter into a
contract with NEC Technologies of Rolling Meadows, Illinois, in
an amount not to exceed $188,000 for one time equipment costs
and a year of service for an Automated Fingerprint
Identification System.
SECTION 2. The City Manager is authorized to enter into
annual service contracts at the option of the City in the amount
not to exceed $72,000 per year on a year to year basis not to
exceed four additional years from the award of this contract
with NEC technologies of Rolling Meadows, Illinois.
SECTION 3. Funds for this contract shall be transferred
from Account Number 100 - 350 - 5600 -6081.
ADOPTED: January 18, 1994
i
:a •
NOWSM ! �I
••
• PURCHASING FACT SHEET 30
BID NO: 93335 DATE ADVERTISED: 11/22/93
DATE OPENED: 12/8/93 BID LIST: ONE TIME
NUMBER SOLICITED: 3
DEPARTMENT: Police
DESCRIPTION: Automated Fingerprint Identification System (AFIS)
FUNDING: General
ACCOUNT NUMBER: 100 - 350 -5600 -6081
APPROPRIATION OR TRANSFER REQUIRED: None
ACCOUNT AVAILABILITY: $200,000.00 Budgeted for the Purchase
AMOUNT OF PURCHASE: $188,000.00 (First Year)
SUGGESTED AWARDEE: N.E.C. Technologies
Rolling Meadows, IL
RECOMMENDATION AND DISCUSSION: It is recommended that this contract be
awarded to N.E.C. Technologies. Although the bid called for a firm fixed
lease for the data base system for five years the bid award, as specified, was
based on total cost for the first year for the following reasons.
(See attached memorandum)
(1) Limited funding in the first year
(2) Funding availabilities for future years
(3) Likelihood of participating in a state AFIS system within three years
Morpho's proposal would be more economical by the fourth year, if extended
that long, however, their first year cost exceeds the budget by $51,867.00.
K-4O17
BID #: 93335 • •
DEPARTMENT: Police
DESCRIPTION: Automated Fingerprint Identification System
TABULATION
One Time Equipment
Cost
N.E.C. Technologies ($116,000.00)
Rolling Meadows, IL
Morpho
Tacoma, WA
Morpho (Alternate Bid)
Tacoma, WA
c caa cc
Yearly Lease for Service Bureau
Data Base (Maximum 60 Months)
($72,000.00 Yr.)
41,867.00 Yr.
25,861.00 Yr.
� C
City of Little Rg
Police Department
700 West Markham
Little Rock, Arkansas 72201-1329
MEMORANDUM
TO: Jerry Paul, Purchasing Agent
FROM: Louie C. Caudell, Chief of Polio
DATE: January 4, 1994
SUBJECT: AFIS Bids
The AFIS bids submitted by NEC and Morpho have been reviewed. NEC appears to
meet all the bid specifications. Morpho appears to meet all the specifications with one
possible exception. One of the specifications required AFIS to be connected to the
Western Identification Network within a three year period. NEC stated that it could
comply within the three year period. Morpho stopped short of this statement and stated
that they were committed to compliance. Morpho can't be eliminated on this basis,
however, as the bid specification allows them 36 months to meet this requirement.
The selection of a vendor must therefore be based primarily upon cost. NEC bid
$188,000 for the first year and $72,000 for each additional year up to five years.
Morpho bid $251,867 the first year and $41,867 for each additional year up to five
years. NEC is the obvious low bidder for a one year contract and remains the low
bidder for a period of three years. It is not until the fourth year that NEC's bid would
exceed Morpho's bid and then only by $26,532. If the contract was maintained for a
five year period, then NEC's bid would exceed Morpho's bid by $56,665. Any
savings realized by a five year contract with Morpho would have to be reduced by the
loss of use of the extra money paid to Morpho during the first three years. We have
allocated only $200,000 in the 1994 Budget for the acquisition of an automated
fingerprint system. NEC is the only vendor that bid below this amount. Morpho's bid
exceeds the 1994 budgeted amount by $51,867.
Furthermore, the State of Arkansas is likely to acquire an AFIS system within the next
two to three years. Should the State make such an acquisition, it would be to our
advantage to be a participant. It is unlikely, therefore, that we would want to extend
any contract beyond three years.
It is my recommendation, therefore, that NEC be awarded the bid.
LCC: DPR: jfc
-117