Title
A Resolution Awarding Bid for A New Jail Control System in the Jail Corrections Fund.
Summary
Description of Topic: (who, what, where, when, why and how much)
The City of Foley Police Corrections Department requested permission to go to bid on a new Jail Control System on RES 22-1092. Sealed bids were opened on April 14, 2022 at 2:00pm with two proposals received (Security101 $128,189.41 & Steward Construction $179,000). The IT Department would like to budget a 10% contingency increase for the project. The Foley Corrections Department currently has $90,000 budgeted in FY22 Jail Corrections Fund capital purchases. The Corrections Department requests to accept the bid for the jail control system submitted by Security101 totaling $128,189.41, plus the 10% contingency recommended by IT, for a total of $141,008.35.
There is $90,000 cash available in the Jail Corrections Fund checking account which was anticipated to cover all of this purchase, but an additional $51,008.35 will be needed for the purchase and contingency. Because of the cost increase and contingency, we are asking Council for either the General Fund to cover the shortfall appropriating $51,008.35 to Transfer Accounts, or to temporarily cover the shortfall as a Due To/Due From until it can be repaid, whichever is preferred by Council.
Budgetary Impact:
Non-Capital Item:
____ Budgeted under account #_______________ (discussion item)
____ Not budgeted, requesting transfer of $__________ from Account #______________ to Account #_____________.**Request to Transfer Departmental Budget Dollars form must be attached**
____ Not budgeted requiring increase to account #___________ in the amount of $____________.**Request to Increase Departmental Budget Dollars form must be attached**
Capital - Departmental **Capital Purchase Worksheet form must be attached**
_X___ Budgeted under account #205-2010-5100 (Jail Corrections Fund) for $90,000 and described in budget as RNS Control Board. Additional amount needed, if any: Increase in budget of $51,008.35 to account number 205-2010-5100 (Capital Purchases and account 205-1012-4810 (Transfer from General Fund) and 100-8000-8004 (Transfer to Jail Corrections Fund) OR $51,008.35 to 205-2300 (Due To General Fund) , and 100-1705 Due From Jail Corrections Fund).
____ Not Budgeted - account #____________ requires budget increase of $_____________.**Request to Increase Departmental Budget Dollars form must be attached**
Capital Project - **If requesting to start a project, a Capital Project Worksheet form must be attached**
In current year Capital Projects Plan:
_____ Yes, described as __________________________, planned amount $___________, requesting $_________ as total project estimate, including contingencies, under account #_________________
_____ No, requesting $___________ as total project estimate, including contingencies, under account #____________________.
_____ No, requesting an increase of $___________ to an already approved project titled ________________________ that is being tracked under Account No. ___________________.
Body
WHEREAS, the City of Foley Police Corrections Department requested permission to go to bid on a new Jail Control System on RES 22-1092, and
WHEREAS, sealed bids were opened on April 14, 2022 at 2:00pm with two proposals received (Security101 $128,189.41 & Steward Construction $179,000), and
WHEREAS, the IT Department is requesting that ten percent be added to the lowest responsible bid for contingencies, and
WHEREAS, Security101 was the lowest responsible bidder for $128,189.41, and the project would total $141,008.35 with the recommended contingency, and
WHEREAS, there is $90,000 budgeted in FY22 Jail Corrections Fund capital purchases, and $90,000 cash in the Jail Corrections Fund bank account is currently available for this planned purchase that has come in over budget.
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Foley, Alabama, as follows:
SECTION 1: Approves award of bid for a new Jail Control System to Security101 for $128,189.41.
SECTION 2: Approves IT's recommendation for a 10 percent contingency, bringing the total project to $141,008.35.
SECTION 3: Appropriates a budget increase of $51,008.35 to account #205-2010-5100 (Capital Purchases-Jail Corrections Fund),
SECTION 4:Approves the General Fund covering the shortfall of the Jail Corrections Fund and appropriates $51,008.35 to account #205-1012-4810 (Transfer from General Fund) and to account #100-8000-8004 (Transfer to Jail Corrections Fund).
SECTION 5: This Resolution shall become effective immediately upon its adoption as required by law.