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R-98-12-10-13E2 - 12/10/1998WHEREAS, the City of Round Rock has drily advertised for bids for an alternative light source for forensic processing for the Police Department, and WHEREAS, Melles Griot has submitted the lowest and best bid, and WHEREAS, the City Council wishes to accept the bid of Melles Griot, Now Therefore, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the bid of Melles Griot is hereby accepted as the lowest and best bid and the City Manager is hereby authorized and directed to issue a purchase order to Melles Griot for an alternative light source for forensic processing for the Police Department. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended, and the Act. RESOLVED this 10th day of Decembez 1998. CHARLES CULPE E Mayor City of Round Rock, Texas ATTEST: LAND, City Secretary K,\WPOOCs \ResOLOTx \R,1210e2, WP /ecg RESOLUTION NO. R- 98- 12- 10s13E2 ROUND ROCK POLICE DEPARTMENT 11 -30 -98 Joanne Land Assistant City Manager City of Round Rock Mrs. Land We received two bids on the alternate light source: Melles Griot (manufacturer) $14,950 Evident Inc. $15,000 Captain Dan LeMay 615 E. PALM VALLEY BLVD. ROUND ROCK, TEXAS 78664 PHONE: (512) 218 -5500 FAX: (512) 218 -7060 (retailer) '70 PROTECT and SERVE" Bids were opened on 11 -24 -98 at 2:OOPM and both bids are satisfactory in content and specifications. We will obviously go with the low bid. The Spectrum 9000 Alternate Light Source is a forensic tool that allows us to locate, photograph and collect a variety of latent evidence including fingerprints, fibers, hair and body fluids. This tool utilizes a series of infinitely adjustable light bands to illuminate and, sometimes, fluoresce evidence at a crime scene and on items in the lab. This item is an approved capitol outlay purchase. Please arrange for this to be presented to the city council. Thanks CITY OF ROUND ROCK ALTERATE LIGHT SOURCE FOR FORENSIC PROCESSING PART I GENERAL CLAUSES AND CONDITIONS SPECIFICATION NO. 21 -99 -0001 DATED: November 1998 1. The equipment furnished under this specification shall be the latest improved model in current production, as offered to commercial trade, and shall be of quality workmanship and material. The bidder represents that all equipment offered under this specification shall be new. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE, OR DISCONTINUED MODELS ARE NOT ACCEPTABLE. 2. Bidder should submit with the bid, the latest printed literature and detailed specification on equipment the bidder proposes to furnish. This literature is for informational purposes only. 3. The unit shall be completely assembled and adjusted, and all equipment including standard and supplemental equipment shall be installed and the unit made ready for continuous operation. 4. All parts not specifically mentioned which are necessary for the unit shall be complete and ready for operation or which are normally furnished as standard equipment shall be furnished by the vendor. All parts shall conform in strength, quality and workmanship to the accepted standards of the industry. 5. The unit provided shall meet or exceed all federal and state of Texas safety, health, lighting and noise regulations and standards in effect and applicable to equipment furnished at the time of manufacture. 6. The City of Round Rock is committed to procuring quality goods and equipment. We encourage manufacturers to adopt the International Organization for Standardization (ISO) 9001 -9003 standards, technically equivalent to the American National Standards Institute /American Society for Quality Control (ANSI/ASQC Q9I -93 1987), and obtain certification. Adopting and implementing these standards is considered beneficial to the manufacturer, the City, and the environment. It is the City's position that the total quality management concepts contained within these standards can result in reduced production costs, higher quality products, and more efficient use of energy and natural resources. Manufacturers should note that future revisions to this specification may require ISO certification. PART II SPECIFICATIONS I. SCOPE: This specification describes an alternate light source to be used by law enforcement agencies for laboratory and crime scene forensic processing. Unit(s) furnished to these specifications shall meet or exceed all requirements herein. 2. FUNCTIONAL REQUIREMENTS: Unit(s) shall: 2.1. Operate on a power source of 110 volt and be equipped with a minimum eight foot power cord. 2.2. Be portable, lightweight, 28 pounds maximum, for ease of carrying at crime scenes and/or easy setup in a laboratory environment. 1 of 3 SPECIFICATION NO. 21 -98 -0001 DATED: November 1998 2.3. Select centered wavelength and bandwidth adjustments in one nanometer (nm) increments. 2.4. Have a discrete mode with Ultraviolet to Infrared filter selections for optimum results on any surface or exam 3. LAMP: The unit shall have a 300 -watt Xenon lamp with a minimum 1000 hours - expected life. Installation and replacement of the lamp shall be easily accessible with a lever -eject type lamp mount. 4. OPERATION MODES: The unit shall be equipped with dual ports conveniently located on the front of the unit to allow switching from one mode to another during operation. Modes of operations shall include the following as a minimum: 4.1. Tunable mode shall have a holographic monochromator to select any centered wavelength from 300nm to 750nm and a bandwidth adjustment from 20nm to 100nm. All adjustments shall be in 1nm increments. 4.2. Discrete mode shall have visible wavelengths (fixed filters) of 450nm, 485nm, <530nm and 570nm as a minimum The unit(s) shall have: 4.2.1. Ultraviolet filter selection from 300nm to 400nm in lnm increments. 4.2.2. Infrared filter selection from 700 nm to 1100nm in 1nm increments. 5. LIQUID LIGHT GUIDE AND FIBER OPTIC CABLE: The unit shall come equipped with one liquid light guide and one fiber optic cable. Both cables shall be a minimum 6-1/2 feet (2 m) in length 6. CONTROLS AND READOUT: The unit shall: 6.1. Have separate dials or controls for bandwidth increment selection and filter selection located on the front of the unit. 6.2. Be equipped with Light Emitting Diode (LED) readouts for wavelength, bandwidth and filter selections located on the front of the unit for easy viewing. 7. ADDITIONAL EQUIPMENT: The following equipment (accessories) shall be provide with each unit furnished: 7.1. Two pair of orange forensic examination goggles. 7.2. Two pair of red forensic examination goggles. 7.3. Two pair of yellow forensic examination goggles. 7.4. Heavy duty case to hold unit and accessories. The case shall be equipped with wheels and telescoping handle for easy transporting and storage. The case shall be warranted a minimum of three years against defects in material and workmanship for protecting the Alternate Light Source from damage when being transported, as its intended application. 8. MANUALS: One set of manuals and documentation shall be supplied with each unit purchased and shall provide complete and comprehensive information on all equipment, equipment components and accessories, as supplied to comply with this specification. 9. WARRANTY: The unit shall be warranted against defects in material and workmanship for a period of not less than 12 months beginning with the date of acceptance. If the manufacturer's standard warranty exceeds 12 months, then the manufacturer's standard warranty shall be in effect. The successful bidder shall furnish a copy of the manufacturer's warranty at time of delivery. 2 of 3 PART III SERVICE, TRAINING, ACCEPTANCE AND PAYMENT SPECIFICATION NO. 21 -98 -0001 DATED: November 1998 1, SERVICE: The successful bidder shall have service and maintenance available to the City within a 125 mile radius of the City, and shall be able to respond to a request for service within 24 hours of notification for service or maintenance. 2. TRAINING: The successful bidder shall provide, at no additional cost to the City, training of a maximum of ten (10) persons for a period not to exceed eight (8) hours duration on the proper usage and operator maintenance of the system. The training shall be conducted in the City of Round Rock, with the City providing facilities for such training. 3. ACCEPTANCE: Acceptance inspection and performance testing will not take more than ten (10) working days, weather permitting. The vendor will be notified within this time frame if the unit delivered is not in full compliance with the purchase order specifications. If any units are canceled for non - acceptance, the needed equipment may be purchased elsewhere and the vendor may be charged full increase, if any, in cost and handling. 4. PAYMENT: Payment will be made within thirty (30) days after the acceptance inspection has been completed and the City determines that the equipment delivered meets specifications or within thirty (30) days of a properly completed invoice for the system is received, whichever is later. PART IV ADDITIONAL EQUIPMENT Optional equipment must be identified on the Invitation For Bid (IFB) to be required. 1. OPTION NO. 1: Spare 300 -watt Xenon bulb 2. OPTION NO 2: Orange forensic viewing plate, 8 inches X 8 inches 3. OPTION NO 3: Red forensic viewing plate, 8 inches X 8 inches 4. OPTION NO 4: Yellow forensic viewing plate, 8 inches X 8 inches 5. OPTION NO 5: Extra pair(s) of orange forensic examination goggles. 6. OPTION NO 6: Extra pair(s) of red forensic examination goggles. 7. OPTION NO 7: Extra pair(s) of yellow forensic examination goggles. 3 of 3 SEE 1.0 ON BACK FOR INSTRUCTIONS: CLASS S ITEM DESCRIPTION TAX IDS 3_3_01111520 UNIT LEGAL BUSINESS NAME: Nelles Griot UNIT PRICE ADDRESS: 2251 Rutherford Road ALTERNATE LIGHT SOURCE FOR FORENSIC PROCESSING ADDRESS: Carlsbad, CA 92008 CONTACT: Mary Nolte TELEPHONE NO.: 1 800 - 645 - 2737 -° BUSINESS ENTITY TYPE: Manufacturer ITEM CLASS S ITEM DESCRIPTION CITY UNIT MAKE/MODEL UNIT PRICE EXTENSION ALTERNATE LIGHT SOURCE FOR FORENSIC PROCESSING ,- '1 , 07 04 ea IN ACCORDANCE WITH SPECIFICATION NO. 21-99-0001. Spectrum 9000 $14,950 $14,950 DATED NOVEMBER 1998, ATTACHED (3 PAGES). OPTIONS: PLEASE PROVIDE UNIT COST OF THE . FOLLOWING OPTIONS AS SPECIFIED IN PART IV. OF SPECS. OPTION NO. 1: SPARE 300 -WATT XENON BULB ea 300 9 Xenon $600 $600 OPTION NO. 2:4 EACH - ORANGE VIEWING PLATES ea 02849 I1 /C n/C OPTION NO. 5: 4 PAIR - ORANGE GOGGLES OPTION NO. ea 02927 $20 -$80 6: 3 PAIR - RED GOGGLES OPTION N0. 7: 2 PAIR - YELLOW GOGGLES ea ea 02951 $20 $60 02929 $20 $40 NOTE: AN AWARD MAY BE MADE FOR ALL ITEMS LISTED - OR IN PART, WHICHEVER IS IN THE BEST INTEREST OF THE CITY. BIDS ARE DUE TO THE PURCHASING OFFICE AT THE ABOVE ADDRESS BEFORE BID OPENING TIME. INVOICE TO: City of Round Rock Finance Department 221. East Main Street Round Rock, Texas 78664-5299 610 F.O.S. DESTINATION UNLESS OTHERWISE SPECIFIED BELOW DESTINATION: City of Round Rock Police Department ATTN: Jennifer Smith 615 Palm Valley Round Rock. TX 78664 IFB/ i1b INVITATION FOR BID (IFB) CITY OF ROUND ROCK PURCHASING OFFICE 221 E. Main Street Round Rock, 1 Rock, Texas 78664 -5299 FACIMILE RESPONSES SHALL NOT I3E ACCEPTED , SHOW BID OPENING DATE& BID NUMBER LOWER LEFT HAND comma SEALED UM ENVELOPE & SNOW RETURN ADDRESS Or I FIRM. BIDDING INFORMATION; BID OPENING: 11 -24 -98 AT 2:00 P.11. BID NUMBER: 21 -99 -0001 OPENING LOCATION: 221 E. Main Street - Council Chambers, 1st floor, Round Rock,TX RETURN ORIGINAL & ONE COPY OF BID BIDDER SHA11 911191391 OW Failure to sign bid will disqualify bld Authorized Si4hature Nary Nolte Print Name Bidder agrees to comply with all conditions set forth below and on the reverse side of this IFB. PAGE 1'OF Date: 11 - 9 - 98 DELIVERY IN 15 DAYS By the signature hereon affixed, the bidder hereby certifies that neither the bidder nor the entity represented by the bidder. or anyone acting for such entity has violated the antitrust laws of this State, codified in Section 15.01 et seq., Texas Business and Commerce Code. or the Federal antitrust laws, nor communicated directly or indirectly, the bid made to any competitor or any other person engaged in such tine of business. Date EE 1.6 ON BACK FOR INSTRUCTIONS: TAX ID Nf 1634534 LEGAL BI - Evi dent Tnr" - ADDRESS - 739 Brooks Mill Road ADDRESS Union Hall VA 24176 CONTACT Judy Grimm TELEPHONENO.: 1—B00-576-7606 BUSINESS ENTITY TYPE: I TEM CLASS & ITEM DESCRIPTION OTT UNIT MAKEd11ODEL xs UNIT PRICE EXTENSION ALTERNATE LIGHT SOURCE FOR FORENSIC PROCESSING IN ACCORDANCE WITH SPECIFICATION N0. 21- 99-0001, 2 22222 m Spectrum 900 0 DATED NOVEMBER 1998, ATTACHED (3 PAGES), Item #7125 15,000 15,000.00 OPTIONS: PLEASE PROVIDE UNIT COST OF THE FOLLOWING OPTIONS AS SPECIFIED IN PART IV. OF SPECS. OPTION N0.1: SPARE 300-WATT XENON BULB Item 7126 600 600.00 OPTION NO. 2:4 EACH- ORANGE VIEWING PLATES Item 7041 0 7.50 30.00 OPTION NO. 5: 4PAIR- ORANGE GOGGLES Item 7035 35.00 140.00 OPTION NO. 6: 3 PAIR - RED GOGGLES Item 7036 35.00 105.00 OPTION NO. 7: 2 PAIR - YELLOW GOGGLES Item 7037 35.00 70.00 NOTE: AN AWARD MAY BE MADE FOR ALL ITEMS LISTED OR IN PART, WHICHEVER IS IN THE BEST INTEREST -- OF THE CITY. SHIPPING /INSURANCE 50.00 50.00 NOTE: Buyer does not require training (See Part III) Training is an additional expense $15,995.00 BIDS ARE DUE TO THE PURCHASING OFFICE AT THE ABOVE ADDRESS BEFORE BID OPENING TIME. INVOICE TO: city of Round Rod[ Finance Department 221 East Main Street Round Rock, Texas 78664.5299 BID F.O.B. DESTINATION UNLESS OTHERWISE SPECIFIED BELOW DESTINATION: City of Round Rods Police Department ATTN: Jennifer Smith 615 Palm Valley Round Rock, TX 78664 IFB/ ilb diskfexcel iNUITATION FOR MD (IFB) CITY OP ROUND ROCK PURCHASING OFFICE 221 E.Main Round Rock, T 5299 RESPONSES SHALL sorsa ACCEPTED SNOW Bm OPENING BD NUMBER IN WINER LEFT NANO CONNER 'UNSEALED RID ENVELOPE & SNOW RETURN ADDRESS C BIDDING INFORMATION: BID OPENING: 11-24-98 AT 2:00 P.M. BID NUMBER: 2199-0001 OPENING LOCATION: 221 E. Main Street Council Chambers, let floor, Round Rock,TX RETURN ORIGINAL B ONE COPY OF BID Failure to sign bid will disqualify bid Print Name Judy Grimm, President Bidder agrees to comply with all conditions set forth below and on the reverse side of this IFB. DELIVERY IN S U DAYS "By the signature hereon affixed, the bidder hereby certifies that neither the bidder nor the entity represented by the bidder, or anyone acting for such entity has violated the antitrust laws of this State, codified in Section 15.01 et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly, the bid made to any competitor or any other person engaged in Such line of business." DATE: December 7, 1998 SUBJECT: City Council Meeting — December 10, 1998 ITEM: 13.E.2. Consider a resolution authorizing the City Manager to issue a purchase order to Melles Griot for the purchase of an alternate light source for forensic processing for the Police Department. The Spectrum 9000 Alternate Light Source is a forensic tool that allows the Police Department to locate, photograph and collect a variety of latent evidence. This item is an approved capitol outlay purchase. Staff Resource Person: Joanne Land, Assistant City Manager.