LEGISLATIVE, FINANCE AND ADMINISTRATION COMMITTEE

The Legislative, Finance, and Administration Committee meeting was held on December 11, 2006, at 5:00 p.m. with Chairman Salters presiding. Members present were Mr. Hogan, Mr. Slavin, Mrs. Jones, and Mr. Shevock. Members of Council present were Mr. Carey, Mrs. Russell, Mr. Ruane, and Council President Williams. Mayor Speed was also present.

AGENDA ADDITIONS/DELETIONS

Mr. Hogan moved for approval of the agenda, seconded by Mrs. Jones and unanimously carried.

Police Station Heating and Air Conditioning (HVAC) Controls

The Police Station’s current heating and air-conditioning (HVAC) system system was installed during the renovations of the building in August 1997. Captain Ray Sammons, Administrative Division Commander, Dover Police Department, advised members that the current system is an older generation computer designed by Trane to run and control the building HVAC system which uses a DOS-based program (Tracer 100), that accesses data from a cassette drive. Unfortunately, Trane equipment is proprietary in nature; and the local distributor, Seiberlich Trane Inc., projected the system to be non-supportable after 2004. The program held on until last year when the computer program crashed. The HVAC system ran uncontrolled for days until Trane was able to reboot the computer. Fortunately, the hardware and software was available; however, they indicated that if anything happened to the computer again, they would not be able to fix it due to the unavailability of the parts.

Captain Sammons noted that the vendors for the HVAC system maintenance contract were changed three years ago. During that process, three vendors looked at the system; however, only one, Services Unlimited, LLC of New Castle, provided a contract proposal. Neither of the other two vendors had Trane-qualified repairmen, and neither wanted to deal with the proprietary equipment and computer controls. Anticipating problems in maintaining the Tracer 100 computer program that regulates and controls our HVAC system due to its antiquated technology, it was budgeted for replacement using Services Unlimited’s proposal in the CIP several years ago; however, the funding process was delayed at least twice. Their proposal replaces proprietary Trane components of the system with universally available Honeywell components that are less expensive and extremely user friendly.

In order to maintain continuity of service, staff recommended awarding the contract for the Police Station heating and air conditioning (HVAC) controls to Services Unlimited, LLC, in the amount of $70,985. Captain Sammons advised members that they have worked with the Police Department diligently and have provided outstanding service since they assumed the contract three (3) years ago. Services Unlimited, LLC also assisted in working with Trane on all major issues to date. Trane does not provide any service priority to customers who do not have maintenance agreements with them.

Mr. Hogan moved to recommend awarding the contract for the Police Station heating and air conditioning (HVAC) controls to Services Unlimited, LLC, in the amount of $70,985, as recommended by staff. The motion was seconded by Mr. Shevock and unanimously carried.

Digital In-Car Video Camera and Associated Equipment

The Police Department has applied for and received grant funding from two (2) separate funding sources in order to purchase digital in-car video cameras and the equipment associated with the cameras. Captain Sammons informed members that the Police Department is currently utilizing VHS in-car video cameras and the technology industry is moving toward digital technology, due to its superior quality. Currently, the Police Department does not have enough VHS in-car video cameras to equip all of the patrol vehicles. The purchase of ten (10) new digital in-car cameras will ensure that all vehicles assigned to the Patrol Division will be equipped with the digital video cameras.

Three (3) vendors were contacted, as follows: ICOP Digital Inc., Kustom Signals, and Mobile Eye. Of the three (3) vendors, only ICOP Digital Inc. and Kustom Signals offered a level of security regarding their storage devices; therefore, Mobile Eye was not considered. The remaining vendors offer software which creates tamperproof evidence, unlike many other vendors who use regular digital memory cards which allow the video to be edited by most computer video software programs.

Captain Sammons advised members that of the six (6) companies that provided bids, Digital Alley Inc. was the lowest bidder; however, they did not meet the specifications regarding security of their storage devices and their bid was not considered. The lowest bidder was Kustom Signals, with a bid of $68,874.00, and the next lowest bidder was ICOP Digital Inc., with a bid of $73,590.22.

Staff recommended awarding the bid to ICOP Digital Inc., in the amount of $73,590.22, based on the fact that this vendor’s equipment is actually installed in the dashboard, replacing the AM/FM radio space. The only equipment which occupies the passenger compartment space is the camera itself. The recording device is inside the unit which is inside the vehicle’s dashboard. The other vendor’s equipment (Kustom Signals) has an overhead console which could be injurious to an officer and occupants of the vehicle during an accident. Additionally, the recording device is located in the trunk of the vehicle, occupying space which could be used for other equipment.

Captain Sammons advised members that, although both bids included installation of the cameras, the City’s current contract with the State of Delaware Department of Communications allows the units to be installed for an amount considerably less than that offered by the companies.

Mr. Hogan moved to recommend awarding the bid for the purchase of digital in-car video cameras and associated equipment to ICOP Digital Inc., with the understanding that the expenditure required would be less than the stated amount due to the adjustment for the installation process. The motion was seconded by Mrs. Jones and unanimously carried.

Utility Meter Test Van - City Vehicle #763

Due to extensive and costly repairs, the Metering Department’s 1998 Ford Van (87,000 miles and extensive engine hours) was targeted by Fleet Maintenance to be replaced in the 2006/07 budget year. Mr. DePrima, City Manager, informed members that this vehicle is essential when complying with the City of Dover’s Meter Testing Tariff, assuring a field test of all electric meters. It will be equipped with the Mobile Test Bench Unit (which was purchased with funds from the current fiscal year) that allows the Metering Department to test meters on site, avoiding travel back and forth to the shop, while assuring the accuracy of electric meters.

The following two (2) bids were received:

            Brian Hoskin Ford                  Ford E350                   $32,370

            I.G. Burton                             Dodge Sprinter           $33,565

In early preparation for the 2006/07 budget year, internet quotes were under $30,000 on a high roof cargo van. The Dodge Sprinter is equipped with a 2.7L turbo diesel engine and receives 23 to 27 miles per gallon (MPG), as opposed to the Ford E350 which is equipped with a 6.0L diesel engine and receives 14 to 16 MPG. Additionally, the Sprinter has a turning radius of 22 feet which will help while maneuvering in the downtown area, as opposed to the Ford’s turning radius of 24 feet. Moreover, the Sprinter’s interior walls are at a 90-degree angle in conjunction with the floor, allowing the mobile test unit to be stationed closer to the wall with less wasted place. Although the Dodge Sprinter is slightly more expensive ($1,195) than the Ford, the difference is covered by funds in the amount of $2,255 that were saved when City Vehicle #772 was purchased. Additionally, the cost savings in diesel fuel alone will, in time, help to defray the difference in cost. Funds are available in the 2006/2007 Budget,

Staff recommended purchasing the Dodge Sprinter from I.G. Burton in the amount of $33,565.

Mr. Hogan moved to recommend approval of staff’s recommendation, seconded by Mr. Shevock and unanimously carried.

Mr. Hogan requested that, in addition to the account numbers, the account names be included in the committee action forms when referencing funding sources.

Mr. Shevock moved for adjournment, seconded by Mr. Hogan and unanimously carried.

Meeting Adjourned at 5:16 P.M.

                                                                                    Respectfully submitted,

                                                                                    Reuben Salters

                                                                                    Chairman

RS/hf/tm

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