SR - - APPROPRIATION FOR PURCHASE OF STORAGE SHELVING SYSTEM1. SUBJECT
Appropriation of $29,500 from the Federal Asset Forfeiture unreserved fund balance for the
purchase of a storage shelving system from Vital Valt.
2. SUMMARY
The Police Department is requesting an appropriation of $29,500 from Federal Asset Forfeiture to
fund the purchase of an archive box shelving system for the Police Department's Records Division.
The shelving system will allow staff to retrieve needed information easily and quickly.
3. RECOMMENDATION
1. Authorize the appropriation of $29,500 from (355) Federal Asset Forfeiture unreserved fund
balance to expenditure account number 355.4011.55131.00000, Federal Asset Forfeiture,
Equipment.
4. FISCAL IMPACT
Upon appropriation, funds will be available to cover the cost of the shelving system as follows:
355.4011.55131.00000 Federal Asset Forfeiture, Equipment $29,500
5. STRATEGIC PLAN GOAL(S)
la. Provide for a Safe Community Provide staffing and resources to deliver services that ensure
public safety.
ITEM 1 8/8/17
6. GENERAL PLAN IMPLEMENTATION
Public Safety Goal 6.0 Provide public safety services of the highest quality.
Policy 6.1: Provide the Police Department with adequate personnel, equipment and state- of -the-
art technology to effectively combat crime, meet existing and projected service demands, and
provide crime prevention programs. These resources should be provided prior to anticipated
needs.
7. DISCUSSION and BACKGROUND
Since 2009, the Police Department has logged over 120,000 reports. The Records Bureau is
responsible for the accuracy and security of all official police documents. Government Code
34090, requires the Police Department to maintain direct reports for up to 9 years. Certain files
such as homicides, sexual assaults, officer involved shootings, and fatal traffic collisions are
permanent records and should be maintained indefinitely.
Over the years, the collection of files has outgrown current storage needs and requires
reconfiguration of the storage shelving system. The contents of police files contain vital
information, it is essential to take a systematic approach to the management of these documents.
An upgrade to the storage shelving system in archives will achieve continuity in the event of a
disaster. In addition, it will maintain statutory and regulatory requirements including archival,
state audits, and oversight. The department sought out three different vendors for bids, they are
listed below.
Vendor Name
Bid Amount
Vital Valt
$28,460
Conveyor & Storage Solutions, Inc
$28,921
McMurra & Stern
$31,582
Of the three bids provided, Vital Valt provided the lowest bid. The bid includes fixed shelving
units with roll-up security doors and assembly, removal of existing shelving units, shipping costs,
and tax. In addition, the department would like to include a $1,040 contingency to accommodate
additional or unforeseen modifications needed to satisfy storage configurations. The total cost,
including the contingency fee, is now estimated at $29,500. In order to fund the purchase of the
storage system, an appropriation of $29,500 from the Federal Asset Forfeiture fund is necessary.
8. ATTACHMENTS
• Vital Valt Quote
• Conveyor & Storage Solutions, Inc. Quote
• McMurray & Stern Quote