HomeMy WebLinkAboutR-2006-154 Sole Source Purchase / Toastmaster Meeting & Event Recording System from RushworksRESOLUTION NO. R-2006-154
A RESOLUTION authorizing the City Manager to purchase a Toastmaster Meeting and
Event Recording System from Rushworks to enhance and upgrade the
video production capabilities and quality of equipment used to telecast
events from the Yakima City Hall Council Chambers, for a purchase price
not to exceed $40,000 (plus sales tax), as a sole source purchase without
calling for bids, and further directing the City Manager to execute all
appropriate and necessary documents to complete the purchase and
transaction.
WHEREAS, Article VI, Section 6 of the City of Yakima Charter and Yakima Municipal
Code Chapter 1.80 generally require that purchase of equipment, materials, or services in
excess of $25,000 be done by competitive bid, 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, it would be futile to utilize competitive bidding for
such product; and
WHEREAS, the City's Community Relations Division requires the purchase of a
contemporary video production system to replace aging and outmoded components, many of
which are twenty-five or more years old and regularly fail, used to telecast events from the City
Hall Council Chambers ; and
WHEREAS, given the distinctive nature of programming telecast from the Council
Chambers and the corresponding confined technical and operational specifications associated
with such programming; and
WHEREAS, the unique characteristics and capabilities of the Toastmaster Meeting and
Event Recording System make it exceptionally well qualified to meet the specific needs and
requirements for the production and telecast of programming from the Council Chambers; and
WHEREAS, Rushworks proprietary PTZ Camera Control software, an integral element
of the Toastmaster, decisively distinguishes the Toastmaster from other available video
production products ; and
WHEREAS, after extensive research and evaluation, the Community Relations Manager
has concluded that the specific component configuration and technical functionality of the
Toastmaster match the essential operational needs present for production of programming from
the Council Chambers ; and
WHEREAS, the City has verified that Rushworks is both the exclusive manufacturer and
sole provider (vendor) of the Toastmaster Meeting and Event Recording System in North
America; and
WHEREAS, the City Council finds it would be futile to call for bids regarding the
described Toastmaster Meeting and Event Recording System because such a call would
produce only one bid; and
WHEREAS, the City Council finds that it is in the best interest of the City to authorize
purchase of the Toastmaster Meeting and Event Recording System from Rushworks as a sole
source purchase without calling for bids, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to purchase a Toastmaster Meeting
and Event Recording System from Rushworks to enhance and upgrade the video production
capabilities and quality of equipment used to telecast events from the Yakima City Hall Council
Chambers, for a' purchase price not to exceed $40,000 (plus sales tax). The City Manager is
further directed to execute all appropriate and necessary documents to complete the purchase
and transaction. The final form of said documents shall be reviewed and approved by the City
Attorney or his designee.
ADOPTED BY THE CITY COUNCIL this 7th day of N. -mber, 2006
gravid Edler, Mayor
CITY OF YAKIMA
SOLE SOURCE JUSTIFICATION FORM
Requisition Item: Toastmaster Meeting and Event Recording System
Requisition Number:
1. Please describe the item and its function.
The Toastmaster is an integrated live production and video recording system
specifically designed to facilitate high-quality local origination government and
public affairs programming. In addition to its proprietary software, the
Toastmaster seamlessly incorporates audio, graphics, camera control, and all
other necessary production tasks into a single, compact unit.
2. This a sole source* because:
X sole provider of a licensed or patented good or service
sole provider of items that are compatible with existing equipment,
inventory, systems, programs or services.
sole provider of factory -authorized warranty service
X sole provider of goods or services that will meet the specialized
needs of the City or perform the intended functions (please detail
below or in an attachment)
The vendor/distributor is a holder of a used item that would
represent good value and is advantageous to the City (please
attach information on market price survey, availability, etc.)
3. What necessary features does the vendor provide which are not
available from other vendors? Please be specific.
Rushworks is both the exclusive manufacturer and sole provider (vendor) of the
Toastmaster product in North America. Rushworks proprietary PTZ Camera
Control software is unique in its ability to provide multi -camera presets based on
the individual characteristics of meeting participants. The PTZ software, unlike
comparable products, also allows storage of camera presets by meeting type; for
instance, "City Council," or "Regional Planning Commission," or "Yakima
Downtown Association." Additionally, the specific component configuration and
technical functionality of the Toastmaster provides superior control of the system
and manipulation capability by a single operator.
4. What steps were taken to verify that these features are not available
elsewhere?
other brands/manufacturers were examined (please list phone
numbers and names, and explain why these were not suitable)
other vendors were contacted (please list phone numbers and
names, and explain why these were not suitable)
X other (please explain) Reference #3 — No other vendors can
supply the configuration and optimization of hardware and software to meet
the required specifications.
*Sole Source: Only one vendor possesses the unique and singularly
available capability to meet the requirements of the solicitation.
Page 2
Department: Community Relations Division
Contact: Randy Beehler, Community Relations Manager
Phone #: 575-6092
Requested Vendor: Rushworks
Cost Estimate: $38,888
Vendor's Address: 2970 Hillside Drive
Highland Village, Texas 75077
Vendor Contact:
Phone #:
STATEMENT OF NEED:
Rush Beesley, President
888-894-7874
My recommendation for sole source is based upon an objective review of the
good/service being required and appears to be in the best interest of the City.
I know of no conflict of interest on my part or personal involvement in any way
with this request. No gratuities, favor, or compromising action have taken
place. Neither has my personal familiarity with particular brands, types of
equipment, materials or firms been a deciding influence on my request to sole
source this purchase when there are other known suppliers to exist
II-�-acs
na ure of Requestor Date
NOTE: Please complete the entire form and forward to the Purchasing
Department.
2970 Hillside Drive • Highland Village, TX 75077 • 888.894.7874 • RushWorksMedia.com
October 27, 2006
City of Yakima
124 S. 2nd Street
Yakima, WA 98901
Dear Randy,
In accordance with your request, by this letter it is affirmed that RUSHWORKS is both the
exclusive manufacturer and sole provider of the TOASTMASTERTM and MULTIZONETM
solutions in North America. This is inclusive of the PTZ Camera Control software that is part
of the TOASTMASTER Solution.
If you have any questions or need more information, please don't hesitate to contact me.
Sincerely,
Rush Beesley, President
RUSHWORKS
Low-cost, high-performance automation solutions for Broadcast • Cable • Education • Digital Signage
ITEM TITLE:
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. I I
For Meeting Of November 7th, 2006
A resolution authorizing sole source purchase of a Toastmaster Meeting and
Event Recording System from Rushworks, the exclusive manufacturer and
singular provider (vendor) of the Toastmaster product in North America.
SUBMITTED BY: Randy Beehler, Community Relations Manager
CONTACT PERSON/TELEPHONE: Randy Beehler, Community Relations Manager, 575-6092
SUMMARY EXPLANATION: Plans have been in place for at least the past 18 months to
significantly upgrade the video, audio, and other related equipment used to produce programming
from the City Hall Council Chambers. The project was delayed for a time while evaluation of a joint
City/County Assembly Hall was completed. With the joint assembly hall idea not being pursued,
efforts were refocused in mid -2006 on the Council Chambers.
The distinctive nature of programming telecast from the Council Chambers and the corresponding
confined technical and operational specifications considerably narrow the field of potential
technologies suitable to meet the functional needs of the necessary production equipment. One
company has targeted the government and public affairs local origination video market and has
developed a product uniquely tailored to address the challenges and limitations inherent in such
programming.
The Toastmaster Meeting and Event Recording System, exclusively manufactured and distributed
by Rushworks, incorporates audio, graphics, camera control, and other necessary production tasks
into a single, compact unit driven by specialized proprietary software. Rushworks' PTZ software is
the heart of the Toastmaster system and truly distinguishes it from other available video production
products. The innovative design of the Toastmaster and the integration of it various components
facilitates high-quality production levels and full manipulation by a single operator.
After extensive research and evaluation, the Community Relations Manager has concluded that the
specific component configuration and technical functionality of the Toastmaster, particularly the
patented software foundation upon which the system is built, exceptionally match the operational
needs present for production of programming from the Council Chambers and are not found in
alternative products. Therefore, sole source purchase authorization is being sought.
Resolution X Ordinance Contract Other (specify)
Funding Source Access Tel i 'on Facilities and Equipment Grant
APPROVAL FOR SUBMITTAL: - `�
City Manager
STAFF RECOMMENDATION: Adopt resolution.
BOARD/COMMISSION RECOMMENDATION: N/A
COUNCIL ACTION: Resolution adopted. RESOLUTION NO. R-2006-154