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May 21, 2019 <br />Board of Public Works <br />City of South Bend, Indiana <br />RE: March 26, 2019 Purchase Agreement <br />Dear Honorable Board Members, <br />At the March 26, 2019 meeting of the Board of Public Works, the Board approved the purchase of the <br />iRecord system through Word Systems, Inc. The current system is failing as it has reached the end of its <br />useful life. This letter serves to clarify the acquisition structure and cost of the system upgrade, which, <br />due to a scrivener's error, were misidentified in the SBPD's letter dated March 21, 2019. <br />The SBPD's letter to the Board of Public Works, dated March 21, 2019, identified the structure of its <br />requested acquisition of the iRecord system upgrade as a lease, though no lease agreement was submitted <br />to the Board for approval. Following the Board's approval of the software license agreement on March <br />26, 2019, and upon subsequent review of the transaction's structure by the Office of the City Controller <br />and the Department of Law, it was determined that the outright purchase of the iRecord system, rather <br />than a five-year lease, would result in significant savings and benefit to the City. In fact, the City will save <br />approximately $10,839.45 in interest payments by purchasing the system in accordance with Section F of <br />the Terms and Conditions of the purchase agreement approved by the Board on March 26, 2019. The total <br />cost of the system will be $85,857.00, as stated in the license agreement. <br />Please also be informed that the Office of the City Controller has confirmed that the SBPD has sufficient <br />funds on hand to initiate and complete the purchase. The funding source is Operating Supplies Account <br />No. 101-0801-421.22-24. <br />Thank you, <br />Mark Dollinger <br />Director of Logistics & Purchasing <br />South Bend Police Department <br />1�0 VUDI <br />�'ta�;�•�1 c�1` 1���6110 ��r� <br />