6.5. SR 01-13-2003Police Department
MEMORANDUM
Item 6.5.
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Assistant Police Chief Jeffrey Beahen
1-6-03
Purchase of digital dictation equipment
The police department requested that new digital dictation equipment be purchased in 2003
and this purchase was approved in the department's 2003 budget.
Quotes for this equipment were received from three vendors. The lowest quote for the
equipment was from the Loftier Company. Their original price for the system was $37,400.
Since that time the price for this equipment has dropped. The current price for the
equipment, installation and training and tax is $32,150.
We were concerned that purchasing this equipment out of the general fund and in light of
potential cuts in State Aid might cause budget shortfalls at the end of the year. We examined
the possibility of staying with our current tape system, but in order to maintain using that
system we would need to invest $9,600 in replacement parts and supplies. As we anticipated
adding the digital equipment this year, we have managed to borrow equipment from the
vendor to replace the recorders and dictation equipment that were broken beyond repair. We
also let our supply of tapes mn almost completely out. These tapes are one of the most
expensive components of our current system, and a cost that will no longer be incurred,
meaning additional long-term savings to the City each budget year.
The Police Chief and I met with Pat Klaers and Lori Johnson to examine our budget to
determine how this important budget item could be acquired. We were able to determine
that some of our equipment certificate items were going to be coming in well under their
budgeted prices. In addition, we are not adding the truck enforcement vehicle to our fleet at
this time, so our equipment certificates would be able to sustain the additional purchase of
the digital equipment. We also have five squad cars that will be sold or auctioned off in the
next few months. This is an anticipated revenue of $15-20,000 which can also be used to
defray a large share of this new equipment.
We respectfully request that the City Council grant our request to move the purchase of the
digital dictation equipment from the general police budget for 2003 to the equipment
certificate area of that same budget. We would also ask that the revenues generated from the
sale of the used squad cars be utilized to help defray the cost of this new equipment.
The cost of the DVI brand digital dictation equipment from Loftier Company is $32,150.
We would ask that Loftier be awarded the sale of this equipment if the funding is so
approved.
Submitted by:
As ' st4~t Chief of Police
TO:
FROM:
DATE:
SUBJECT:
MEMORANDUM
Mayor and City Council
Assistant Chief Jeffrey Beahen
1-6-03
Purchasie of unmarked police vehicles
The police department is seeking to pUrchase two unmarked police vehicles. One will be an addition to the
fleet, needed to replace the personal vehicle utilized by Chief Zerwas who receives a car allowance in
return for the required use of that vehicle in his official capacities. The City will be discontinuing the use
of that allowance when Chief Zerwas retires.
The second vehicle will be used to replace an existing unmarked vehicle that is approaching 114,000 miles
and is prone to maintenance problems. This squad is scheduled to be replaced next year and it would have
in excess of 135,000 miles on it at that time.
We transferred $23,600 from our unused DARE account last year to our 2003 equipment reserves to be
used to purchase the Chief's replacement vehicle. We also have a significant balance in our forfeiture
account.
Pricing on either new or used vehicles i¢ extremely good right now. We have priced new mid-sized
vehicles and slightly used mid-sized vehicles at area dealers. We can afford two cars by using the
equipment reserves and money from th~ forfeiture account. This would accomplish several important
vehicle changes.
We would issue one of the vehicles to Investigator Miller. He is currently driving an old squad car, which
although it has low miles, it has all the makings of being a police car. Investigator Miller would benefit by
having a vehicle that allows him a lowei profile on surveillance details. Investigator Miller's car would
then be temporarily stored to limit additional mileage from being accrued.
The Assistant Chiefs Chevrolet Lumina, with 59,000 miles would be given to Juvenile
Investigator Balabon. This car should l~rovide another 2-3 years service in this capacity.
Investigator Balabon's vehicle would th~n be sold or auctioned with the other squads
cormng out of our fleet.
The other new car would go to the existi
mileage vehicle squad will be returned t,
having relatively low mileage. At that pc
rig Assistant Chief. When the new Chief is hired the higher
~ the fleet to be used by either the Chief or his assistant - still
int the fleet is complete.
This plan serves several purposes. First ii provides us with the replacement car needed in 2003. Second,
our 2004-2005 budgets are possibly going to be very tight due to predicted cuts in State aid. We have two
unmarked vehicles slated for purchase in 2004. We can remove one of these vehicles from that budget
now, which already reduces our projected squad purchases in 2004.
Second, it does not impact our budget in 2003. We have the funds available in reserves or forfeiture, so no
additional funds are required. Our City Attorney/Prosecutor has done a very good job with recent
forfeitures and we anticipate additional funds going back into the account right away. If all goes well, we
could expect to purchase the remaining unmarked vehicle out of those same funds later this year or early
next year. That reduces our vehicle needs in 2004 significantly, helping our projected deficit prior to it
actually occurring.
We have obtained bids from Elk River Ford and Saxon Motors and both new and slightly used vehicles.
A new 2003 Chevrolet Impala at Saxon is $18,306 plus tax and license. New Ford Taurus state contract
pricing through Elk River Ford is $17,500.
Ford has a selection of used program cars available. They have a 2002 Chrysler Sebring with either 16,000
or 17,000 miles on them for $11,980 and $11,970 each.
Saxon has a 2002 Pontiac Grand Prix SE with 16,272 miles on it for $11,600, and a list of other vehicles
with similar miles listing between $14,500 and $16,125. Saxon may pick-up additional vehicles at
auctions in the coming weeks in the $11,600 price range but there is no guarantee that this would occur.
We would ask that the council approve the lowest available unit pricing as supplied by Elk River Ford and
that the police department be authorized to purchase the two Chrysler Sebring's at $11,980 and $11,970
each plus tax and license.
One of these vehicles with radio, emergency equipment and installation would be taken out of our
forfeiture account. The radio is $2,493.61, equipment and set-up is $2,000. The total cost of this squad
would be $17,341.61
The second squad would be taken out of equipment certificates. The cost of that car including equipment
and installation of $2,000 is $14,858. Both of the final prices listed include tax and license estimates.
Respectfully submitted by:
Assistant Chief of Police