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Home My WebLink AboutR-2000-015 Sole source purchase of radio dispatch console without calling for bids.RESOLUTION NO. R-2000- 15 A Resolution authorizing The City Manager to purchase, with funds approved in the 2000 Fire and Police capital budgets, the required components necessary to upgrade the Motorola radio console for the Yakima Public Safety Communications Center at a price not to exceed $110,000, including sales tax, as a sole source purchase without calling for bids. WHEREAS, the Yakima Communications Center is required to upgrade its Motorola radio console during the calendar year 2000; and WHEREAS, Article VI, Section 6 of the City of Yakima Charter and Chapter 1.80 of the City of Yakima Municipal Code generally require the use of a competitive bid process for the purchase of equipment which exceeds $25,000.00 subject to certain exceptions; and WHEREAS, the law recognizes a "sole source purchase" exception from these competitive bidding requirements when, due to the uniqueness of the product to be purchased and the fact that there is only one source for the product, it would be futile to utilize competitive bidding for such product; and WHEREAS, this . purchase is an upgrade of an existing Motorola radio console where many of the current components must work with the new components; and WHEREAS, Motorola is the sole source of these Motorola components needed to be compatible in this radio console upgrade; and WHEREAS, it would futile to call for bids regarding the components necessary to upgrade the Motorola radio console; and WHEREAS, the City Council deems it to be in the best interest of the City to purchase the radio console upgrade from Motorola, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized and directed to purchase the required components necessary to upgrade the Motorola radio console for the Yakima Public Safety Communications Center at a price not to exceed $110,000, including sales tax, as a sole source purchase without calling for bids. ADOPTED BY THE CITY COUNCIL this i r day of g160,41q, 2000. ATTEST: City Clerk /A_ Mary Place, Mayor CO z1 1 TNICATIONS DIVISION MEMO January 25, 2000 TO: Yakima City Council Dick Zais, City Manager FROM: Wayne Wantland, Communications Mgr. SUBJECT: Sole Source Radio Console Upgrade Included in the approved 2000 budget is an upgrade to our Motorola radio console in the communications center. This policy issue approved up to $110,000 for this project, of which 50% will be out of Fire capital and 50% from the Police capital accounts. In analyzing and preparing for this purchase it has been determined that the only source for this equipment is Motorola C& E, Inc. Using the factors given in the Purchasing Procedure Manual the following is determined. 1) Motorola is the original equipment manufacturer and they do not sell this equipment via any regional or third party distributors. 2) The components for this upgrade are not interchangeable with similar components from another manufacturer. 3) Being that this is an upgrade there are no other components available that will meet the specialized need of the division nor perform the intended function. 4) Motorola components are proprietary and therefore no other sources can provide the components to upgrade a Motorola radio console. Based on this information we are requesting a sole source determination and a waiving of the bid requirements to be made on the purchase of this equipment. 2000 MAJOR POLICY ISSUES / SUPPLEMENTAiL BUDGET REQUESTS flPPARTMFNT• Fire/P-line TiTITTCTC' XT. D..11.1: c .L_a__ !,_W�__� ii V .0,01.•,-.7 II. i uaiitl. L a1Cty Vt)11111tUIt1CdIll)I15 POLICY ISSUE TITLE: Upgrade Radio Console Equipment -- Budgeted 1. Proposal -- The Motorola radio dispatch console is in need of being upgraded from the current Centracom II to the Centracom Gold version. The benefits derived from this upgrade are as follows: 1) Ensure Y2K compliance in the computer hardware 2) Provides enhanced programming and configuration software. 3) Replaces computer monitors that have been in use 24 hours per day for three plus years. 4) Provides for easier and less costly expansion for the future. While it is a bit unusually to be upgrading equipment this soon, in today's ric iron nt computer-based d environment LlilAiei3L of ivii Lr%uL�i vCiseU technology it has become more of a factor, especially now with the Y2K concern. With all the foresight we can muster we do belief that this upgrade will provide us a base for limiting the cost of future upgrades/enhancements. 2. a. Fiscal Impact -- 50% paid out of Fire Capital Funds -- $;;,0,00 50% paid out of Police Capital Funds -- $55,000 b. Proposed Funding Source -- Fire Capital and Police Capital Funds. c. Public Impact -- Reliable service from the Public Safety Communications Division. d. Personnel Impact -- Minimal. e. Required Changes in City Regulations or Policies -- None. f. Legal Constraints, if applicable -- None. g. Viable Alternatives -- This is an enhancement to our service, therefore remaining the same is an alternative. 3. Conclusion and/or Staff Recommendation -- This action will benefit the citizens of Yakima by providing modern, upgraded, reliable radio console equipment. Staff recommends adoption of this proposal. i1-2000 i'ublic Satety-Radio Console 1 -- 11/2/99 107 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 8 For Meeting of — 1—Oc) ITEM TITLE: Radio Console Upgrade — Sole Source SUBMITTED BY: Wayne Wantland, Communications Manager CONTACT PERSON/TELEPHONE: Same, 575-6048 SUMMARY EXPLANATION: As part of the 2000 budget a policy issue was approved to upgrade the current Motorola radio dispatch console to provide enhancements, increased functionality and a secure Y2K operating platform. Prior to requesting this upgrade and we determined that this is the most viable and economic alternative for the City. The total cost of this project is $110,000. As this is an upgrade, the only source for the equipment is Motorola C & E, Inc. and therefore we are requesting the Council's approval in sole sourcing this purchase, foregoing the normal bid requirements. EXHIBITS X Resolution Ordinance Contract Minutes Plan/Map Notification List Other S ecify) APPROVED FOR SUBMITTAL: CIT MANAGER MANAGER STAFF RECOMMENDATION: Approval of sole sourcing this purchase. BOARD/COMMISSION RECOMMENDATION: COUNCIL ACTION: