No preview available
Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Cassey Ogden DATE: August 20, 2024 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Foster & Freeman USA Inc., for the purchase of two (2) Crime-lite AUTO Systems, accessories, and training for the Police Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8484 – awarded to Foster & Freeman USA Inc., in the not-to-exceed amount of $88,823.70). STRATEGIC ALIGNMENT This action supports Key Focus Area: Support Healthy and Safe Communities. INFORMATION/BACKGROUND The Denton Police Department (DPD) conducts complex criminal investigations and employs science to prevent, detect, and investigate crime. Due to the complexities of technology and the need for a deep base of knowledge the employment of Forensic Light Sources (FLSs) for locating trace, biological, firearm and tool mark, latent print, or impression evidence was reserved for specially trained members of the Forensic Services Unit (FSU – formerly the Crime Scene Unit). The Department requires the ability to locate and document evidence of and evidence items for a wide range of forensic evidence not visible to the naked eye. Using grant funding from the U.S. Department of Justice Office on Violence Against Women – through Denton County Friends of the Family, Inc. – the Department seeks to enhance FLS employment by equipping Detectives within the Family Violence Unit with an integrated, hand-held, tablet-based, multi- spectral forensics imaging system with intelligent user interface. This will expand the range of light wavelengths utilized in visualizing evidence, increase ease of use, reduce user training requirements, and user error. This will facilitate the screening and documentation of evidence in domestic and dating violence, stalking, and sexual assault crimes for victims aged 12 and older. Forensic light sources (FLSs) are useful for the non-destructive enhancement, observation, photography (imaging), and collection of evidence including latent fingerprints, body fluids, bruises, bite marks, wound patterns, shoe and foot imprints, gunshot residues, drug traces, questioned documents, and bone fragment detection. It provides more sensitivity than traditional, visual lighting techniques thus increasing the amount of evidence uncovered and the quality of evidence photographed and collected. A forensics light source is made up of powerful light sources capable of filtering down the light into individual color bands (wavelengths) that enhance the visualization of evidence by light interaction techniques including City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com fluorescence (evidence glows – urine on fabric), absorption (evidence darkens – blood or gunshot residue on dark surfaces), and oblique lighting (small particle evidence revealed). Once visualized, the evidence is then documented using a digital imaging system and specialized lenses and filters. Foster & Freeman’s Crime-lite AUTO stands out from traditional forensic light sources through its advanced automation, which adjusts light wavelength and intensity based on evidence type, enhancing efficiency and accuracy. It offers a broader range of wavelengths and can switch seamlessly between them, unlike traditional sources that require manual filter changes. User-friendly interfaces with touchscreens and preset modes simplify operation, while its compact, portable design allows for easy use at various locations, including crime scenes. Additionally, the Crime-lite AUTO often includes integrated data recording and analysis features, streamlining documentation, and evidence analysis on the spot, a capability not typically found in traditional forensic light sources. Implementation includes delivery of the Crim-lite AUTO systems and on-site, train-the-trainer instruction. Project Description Estimated 3-Year Expenditure Crime-lite AUTO Systems (2) $76,839.50 Interactive Evidence Sample Kits (2) 4,509.20 Warranty - Year 3 (2) (optional) 5,000.00 On-Site Training (1) 2,050.00 Shipping 425.00 Total $88,823.70 Request for Proposals was sent to 192 prospective suppliers, including six (6) Denton firms. In addition, specifications were placed on the Procurement website for prospective suppliers to download and advertised in the local newspaper. One (1) proposal was received, and references were checked to ensure the vendor can provide the services requested in the Scope of Work. The proposal was evaluated based upon published criteria including delivery/project schedule, compliance with specifications, probable performance, and price. Best and Final Offer (BAFO) was requested from the firm. The department is awarding the contract to Foster & Freeman USA Inc. NIGP Code Used for Solicitation: 655 & 680 Notifications sent for Solicitation sent in IonWave: 192 Number of Suppliers that viewed Solicitation in IonWave: 11 HUB-Historically Underutilized Business Invitations sent out: 24 SBE-Small Business Enterprise Invitations sent out: 86 Responses from Solicitation: 1 RECOMMENDATION Award a contract with Foster & Freeman USA, Inc. for the purchase of two (2) Crime-lite AUTO Systems, accessories, and training for the Police Department, in a not-to-exceed amount of $88,823.70. PRINCIPAL PLACE OF BUSINESS Foster & Freeman USA Inc. Sterling, VA SUSTAINABILITY MEASURES The Crime-lite AUTO consumes less energy than a standard forensic laser due to its use of efficient LED technology, which requires less power to operate and produces less heat. This energy efficiency aligns with the City of Denton Sustainability Framework by reducing the environmental impact of forensic operations. Lower energy consumption contributes to the city’s goals of reducing greenhouse gas emissions and promoting sustainable practices, supporting a healthier, more sustainable community. We will implement regular maintenance and calibration schedules to ensure optimal performance and longevity, thereby reducing waste and resource consumption. Additionally, training programs for forensic personnel will emphasize sustainable usage practices and the importance of minimizing energy consumption during operations. We aim to protect the environment by reducing the City of Denton’s overall energy consumption and carbon footprint. By using the Crime-lite AUTO, we also reduce reliance on traditional forensic lasers, which are less energy-efficient and generate more heat. This helps to protect local air quality and contributes to the city’s broader sustainability goals of reducing greenhouse gas emissions and conserving natural resources. We will implement the Crime-lite AUTO as the primary forensic light source for crime scene investigations and evidence analysis. This will involve integrating the device into existing forensic protocols, providing comprehensive training for forensic teams, and establishing a monitoring system to evaluate its impact on sustainability goals. The implementation will be guided by the City of Denton’s Sustainability Framework, ensuring that the transition to the Crime-lite AUTO aligns with our commitment to environmental stewardship and sustainable practices. ESTIMATED SCHEDULE OF PROJECT Delivery of the items will occur within 45 days after receipt of order. FISCAL INFORMATION These items and support will be funded through Office on Violence Against Women Grant funds 312105.6394 and Police Technology operating account 830003.7804. Requisition #165887 has been entered into the Purchasing software system in the amount of $83,823.70. The budgeted amount for this item is $88,823.70. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Michael Kessler, 940-349-7877. Legal point of contact: Marcella Lunn at 940-349-8333.