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Regular City Council Meeting Monday, October 19, 2009 Page 5 looked at it several years ago; and they were also the State Representative for MN informational systems across the state; and that the grant time was not the normal time needed for the Request for Proposals (RFP) process. City Attorney Jay Squires advised that there were no issues related to State bid law; but that he would need to review the City resolution recently adopted to de- termine if that was being complied with. Captain Mathwig explained that LETG would not be providing all the equipment, but that other vendors would be utilized as well, some of whom were under state contract. Captain Mathwig offered to provide a more detailed background for Councilmember Pust at her request; however, noted that due to the unknowns with the proprietary issues, there were still a number of things to be resolved, some of which may not be completed until year-end. Captain Mathwig advised Councilmember Pust that this proposed agreement was drafted with those unknowns taken into consideration; and that the City was re- sponsible for purchasing the hardware, and LETG was responsible for supplying the software, and their writing of the interface for the CAD system, estimated at $20,000 as per their proposal, but would be determined by the actual amount of work required of them. Police Department Records Management Technician Karen Rubey advised that it had been difficult to go out on RFP's, when the grant funds needed to be ex- pended by year-end; and since LETG was utilized to replace an existing system, staff understood that it was appropriate to proceed without an RFP. Mayor Klausing expressed his confidence in proceeding understanding that time was of the essence; and opined that he was not concerned about state law with not bidding the contract, but was unsure of the City's own recently-adopted policy. City Attorney Squires advised that the City had the flexibility of deviating from their own policy; and offered to further review the City's resolution at a break in tonight's meeting if the City Council wanted to table the action until later in the meeting. City Manager Malinen advised that the City's policy provided for utilization of best overall value practices; and from his perspective it may be more cost- prohibitive to use that process for smaller contracts such as this. Councilmember Pust recognized this perspective; however, opined that such an argument cuts against limiting the bidding pool and who was missing an opportu- nity to bid, in light of the amount of time the City Council spent discussing and initiating their policy on such a contract as this represented.