HomeMy WebLinkAboutR-2002-102 Sole Source Purchase - Fire Station Alerting System ComponentsRESOLUTION NO. R-2002- 102
A Resolution authorizing the City Manager to purchase, with funds
approved in the 2002 Fire/EMS Operating Equipment
budget, the required components necessary to replace the
Fire Department's fire station alerting system at a price not
to exceed $29,000, including sales tax, as a sole source
purchase without calling for bids.
WHEREAS, the Yakima Fire Department is required to replace its fire
station alerting system during the calendar year 2002; 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 a replacement of an existing system with a
system that uses the most advanced, efficient and dependable communications
method available and tested through established installations; and
WHEREAS, the Yakima Fire department considers the alert time of a fire
station alerting system as a significant factor in emergency response; and
WHEREAS, the Westnet, Inc. system is the only system that reduces this
alert time to three (3) seconds; and
WHEREAS, Westnet, Inc. is the sole producer of such a designed system;
and
WHEREAS, it would futile to call for bids regarding systems of this design;
and
WHEREAS, the City Council deems it to be in the best interest of the City
to purchase the fire station alerting system from Westnet, Inc., 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
Westnet, inc. Fire Station Alerting System at a price not to exceed $29,000,
including sales tax, as a sole source purchase without calling for bids.
ADOPTED BY THE CITY COUNCIL this 6th day of August, 2002.
Mary Place, Mayor
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City Clerk
COMMUNICATIONS DIVISION
MEMO
8/1/2002
TO: Yakima City Council
FROM: Wayne Wantland, Communications Mgr.
SUBJECT: Fire Station Alerting System Research
The following are the steps taken to determine the sole source nature of this
purchase:
During the week of June 17 through June 21, 1 attended the National Emergency
Number Association Conference in Indianapolis, Indiana. At this conference
numerous vendors of emergency services systems displayed samples of their
equipment. I visited all vendors providing fire system alerting equipment
including Motorola and Zetron, and found that none could provide the system
configured as Westnet, Inc., nor could they meet the requirements that the
Yakima Fire Department has set for this system. More specifically, the Yakima
Fire Department has determined that the alert time taken by the Fire Station
Alerting System plays a significant role in the overall emergency response and
the Westnet, Inc. system is the only system manufactured that reduces that time
to three (3) seconds.
The Westnet, Inc. system is sold only by Westnet, Inc and is not available
through other vendors.
It is my opinion based on the research that I have conducted and more than 20
years of experience in the field of public safety emergency systems, that for this
purchase no other vendor provides the product and services that will meet the
needs of the Yakima Fire Department.
CITY OF YAKIMA
SOLE SOURCE JUSTIFICATION FORM
Requisition Item: First -In Station Alerting System
Requisition Number: 77010
1. Please describe the item and its function.
System that interconnects the dispatch center with the fire
Stations and activated a variety of devices at the station
2. This a sole source* because:
_X_ sole provider of a licensed or patented good or service
_X_ 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.
The First v In Station Alerting system is the only one of its kind that uses the
computer LAN system that the City has in place for its communications method.
By utilizing this method over other available methods we save up to 30 seconds
off of an alert to a fire station. This aids in reducing the overall response time to
emergencies.
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)
X_ other vendors were contacted (please list phone numbers and
names, and explain why these were not suitable)
_X_ other (please explain) No other vendors offers a product using
this communications method.
Zetron, Inc. (425) 820-6363 --- does not offer LAN communications
*Sole Source: only one vendor possesses the unique and singularly
available capability to meet the requirements of the solicitation.
Page 2
Department: Public Safety Communications
Contact: Wayne Wantland
Phone #: / a-vWro
Requested Vendor: Westnet, Inc.
Cost Estimate: 26,519.99 w/o tax
Vendor's Address: 16572 Burke Lane
Huntington Beach, CA 92647
Vendor Contact: Dick or Dawn Matheny
Phone #: (714) 841-30000
STATEMENT OF NEED:
My department's 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.
Signature of Requestor Date
NOTE: Please complete the entire form and forward to the Purchasing
Department.
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.
For Meeting of August 6, 2002
ITEM TITLE: A Resolution Authorizing Sole Source Purchase of Westnet, First -In Fire Station
Alerting System.
SUBMITTED BY: Dennis Mayo, Interim Fire Chief
Wayne Wantland, Communications Manager
CONTACT PERSON/TELEPHONE: Wayne Wantland, 575-6048
SUMMARY EXPLANATION:
After extensive evaluation of available replacement options for the Yakima Fire Department's fire
station alerting system, staff respectfully advises Council that an equipment sole source situation
exists for the purposes and efficiencies required by the Department. See attached Sole Source
Justification Form.
The alerting of the fire stations to emergencies is the first step in a multi -function process initiated
by the Communications Center. Having this alert happen in a timely and reliable manner is
imperative in the provision of emergency services. The Westnet Fire Station Alerting system is the
only one of its kind that uses the latest data communications technology to reduce this alert time
from up to 30 seconds to Tess than 3/10 of a second. Westnet has systems installed and in use
using this technology and can provide the reliability and dependability needed in this critical role.
After an extensive search we found no other vendors that can provide this type of system at this
time.
Staff requests City Council approval of the attached resolution authorizing a sole source vendor for
a Westnet First -In Fire Station Alerting System. The cost of the equipment is approximately
$28,615 and funds are available in the 2002 budget.
EXHIBITS
_X Resolution Ordinance Contract Minutes Plan/Map
Notification List Other (Specify)
APPROVED FOR SUBMITTAL:
CITY MANAGER
STAFF RECOMMENDATION: Staff respectfully requests Council approval of proposed resolution
waiving formal bid requirements and allowing the sole source purchase
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION: Resolution adopted. RESOLUTION NO. R-2002-102