TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary documents including any subsequent amendments, with Qualtrax, Inc., of Blacksburg, VA, for quality management software, in a total annual amount not to exceed $13,418, for a period of one year, with the option to renew for four additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Qualtrax, Inc., for the purchase of twenty-five (25) user licenses to a hosted database for quality management software (QMS). Implementing QMS is a critical step in modernizing the Long Beach Police Department (LBPD) Crime Lab. It will be used to control and manage all documents including manuals, procedures, and test methods. The QMS will track all forensic training activities and record all crime lab operations, i.e., error identification, improvement activities, personnel authorizations, technical performance reviews, requests for changes in the laboratory, equipment maintenance records, and purchasing pre-approvals.
Qualtrax is the most widely used system in the forensic field in the United States for QMS. It is the only software solution designed specifically for forensic work and needs. Most forensic agencies have implemented the software including the following California agencies: Department of Justice, Los Angeles Police Department, Los Angeles and San Diego County Sheriff’s Departments, Sacramento County District Attorney’s Office, Ventura Police Department, etc. The QMS will integrate with LBPD’s current Laboratory Information Management System (LIMS).
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process but allows for awards without a competitive bid process when authorized by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Arturo D. Sanchez on November 22, 2022, Purchasing Agent Michelle Wilson on November 17, 2022, and by Budget Management Officer Nader Kaamoush on November 21, 2022.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and award a contract concurrently is requested on December 13, 2022, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total annual amount of the contract will not exceed $13,418, for a period of one year, with the option to renew for four additional one-year periods. This amount is currently budgeted in the General Grants Fund Group in the Police Department. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
WALLY HEBEISH
CHIEF OF POLICE
APPROVED:
THOMAS B. MODICA
CITY MANAGER