DATE: December 18, 2018
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Rocky Garzarek, Fire Chief
SUBJECT:
City of Franklin Contract 2018-0232 With Adashi Systems, LLC In An Amount Of $11,063.00 For An Annual Maintenance Contract For The Mobile Command Software Portion Of FireHouse.
Purpose
The purpose of this memorandum is to report execution of City Contract No. 2018-2326 with Adashi Systems, LLC , Baltimore, Maryland, an annual maintenance contract for the mobile command software portion of FireHouse.
Background
City Purchasing Policy allows for the following category of sole-source purchases valued at or greater than $25,000 not to require individual authorization by the Board of Mayor and Aldermen (but which shall be reported to the Board): Purchases of items that have, for good and sufficient reason, previously been standardized by the City, so long as the product manufacturer representative has stated in writing that the vendor is the sole source available to the City of Franklin, and so long as the vendor has stated in writing that the quoted pricing is the lowest municipal unit pricing available at that time and in the foreseeable future for the quantity indicated.
Staff is of the opinion that the purchase of the annual maintenance contract is a sole-source purchase and is a purchase that falls into the category referenced above and anticipated by City Purchasing Policy as not requiring individual authorization by the Board of Mayor and Aldermen. Evidence to support this opinion includes:
• The renewal of an annual maintenance contract.
• The manufacturer has stated in writing that it is the sole provider in the Franklin marketplace for the annual maintenance for the mobile command software portion of FireHouse.
City Contract No. 2018-0232 as executed with Adashi Systems, LLC of Baltimore Maryland, for an annual maintenance contract for the mobile command software portion of FireHouse, is attached.
Financial Impact
City Contract No. 2018-0232 as executed with Adashi Systems, LLC of Baltimore Maryland, for the sole-source purchase in the total amount of $11,063.
Recommendation
The subject contract was approved by the City Administrator through authority granted by the Board of Mayor and Aldermen.