SR-6-E (17)
~ . ~ . Santa Monica, califorllf ~"'-a
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TO, Mayor and City Council SfP 1 2 1978
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FROM. City Staff ; -/::-,_ .t ~. f ~ t.-~~-':.... ;
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SUBJECT' Recommendation to waive competitive bid procedure and to ~.. !'
authorize the City Manager to negotiate directly for
refurbishing power files.
Introduction
ThlS report concerns waiving of competitive bid procedure and granting
authority to the City Manager to negotiate directly for refurbishing
two (2) Diebold Model 10971 power files. Funds are available in account
01-300-301-000-312, Police Department Special Equipment Maintenance.
These files are located in the Record Bureau. Each has sixteen (16)
trays and is capable of holding approximately one hundred thousand
(100,000) index cards.
~ackground
The refurbishing of these two files originally was included in the approved
1975-76 department budget but no action was taken. In view of the machines
trouble-free performance at that time, it was decided to defer this over-
haul until the need for such action became more apparent The work to be
done at this time includes replacing worn components, upgrading the
electronics panel and readjusting and rebuilding as needed. It is estimal
that the cost will be one-quarter or less than the cost of two (2) compar
able new machines
The Staff has investigated the availability of companies capable of
accomplishing this project and has ascertained that only Diebold, Incor
porated, the manufacturer, has the expertise and necessary parts requir
to refurbish this equipment. In view of this single source, it is con....
that formal bid procedure in this instance would cause delay and expen
with no benefit to the City.
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Recommendation
It is recommended that competitive bid procedure be waived and that the
City Manager be authorized to negotiate directly for refurbishing
Police Department power files,
Prepared By: R.N Aronoff
Purchas~ng Agent
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,,-- - R~lution No. ~VO~tv~_~
(C~ty Council Series)
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA MO~ICA WAIVING CALL FOR BIDS
AND AUTHORIZING THE CITY MANAGER TO NEGO-
TIATE DIRECTLY FOR REFURBISHING POWER
FILES
WHEREAS, the Pol~ce Department has need of refurbishing two (2)
power files; and
WHEREAS, the City has canvassed the metropolitan area and has
located only one (1) source qualified to accomplish this work to the
City's satisfaction; and
lolliEREAS , to advertise for bids would be to no avail and would
cause unnecessary expense and delay
NOW. THEREFORE THE CITY COUNCIL OF THE CITY OF SANTA ~ONICA
DOES RESOLVE AS FOLLOWS:
SECTION 1. That the City Council finds that the requirement
exists to refurbish these files and that to advertise formally would
be to no avail and would cause unnecessary expense and delay_
SECTION 2. That the City Manager 'is authorized to negotiate
directly without calling for bids.
'SECTION 4F. The Clty Clerk shall certify to the adoption
of this resolution, and thenceforth and thereafter the same shall
be in full force and effect
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ADOPTED AND APPROVED this 12th day of September 1978.
. W~l~) ~n duu,j
Hayor
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ATTEST-
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