HomeMy WebLinkAboutR-2003-080 SafetyNet Automated Records Exchange ( SNARE ) Sole Source PurchaseRESOLUTION NO. R-2003- 80
A RESOLUTION authorizing the City Manager to purchase SafetyNet Automated Records
Exchange (SNARE) software program from Hitech Systems, Inc. to be used
to enhance police officer safety and law enforcement operations for a
purchase price not to exceed $95,000 (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 the 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 Yakima Communications Division requires the purchase of the SNARE
software program to enhance police officer safety and law enforcement operations; and
WHEREAS, for operational reasons, the software programs requires close interaction
and integration with existing Hitech Systems, Inc. proprietary and copyrighted products; and
WHEREAS, do to the proprietary nature of any software developers' products
substitute programs would not provide the needed interaction and integration; and
WHEREAS, Hitech Systems, Inc has developed said product that will meet the needs of
the Division; and
WHEREAS, the City Council finds it would be futile to call for bids regarding the
described software system which is only available from Hitech Systems, Inc. and will satisfy
the stated requirements and criteria; and
WHEREAS, the City Council finds that it is in the best interest of the City to authorize
purchase of the software system from Hitech Systems, Inc. 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 SafetyNet Automated
Records Exchange (SNARE) software program from Hitech Systems, Inc. as a sole source
(1k)res/sole source/audio-video recording system/police/pm
purchase without calling for bids to be used to enhance police officer safety and law
enforcement operations for a purchase price not to exceed $95,000 (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 20th day of May, 2003.
ATTEST:
City Clerk
(lk)res/sole source/ audio -video recording system/police/pm
City of Yakima
SOLE SOURCE JUSTIFICATION
Requisition Item: Safety -Net Automated Records Exchange (SNARE)
Requisition Number:
1. Please describe the item and its function.
Software program that integrates multiple law enforcement records systems
Into combined database that integrates to Hitech products.
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 County (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.
Software is a proprietary product developed and copyrighted by Hitech Systems,
Inc. This software is the only one available that does the integrations with the
Hitech products we currently operate.
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 specific software as
developed by Hitech.
*Sole Source: only one vendor possesses the unique and singularly
available capability to meet the requirements of the solicitation.
Page 2
Department: Yakima Communications Division
Contact: Wayne Wantland
Phone #: 575-6048
Requested Vendor: Hitech Systems, Inc.
Cost Estimate: $95,000
Vendor's Address: 1925 Century Park East, Suite 1650
Los Angeles, CA 90057
Vendor Contact: Holly Babb
Phone #: (310) 282-9919
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: This justification form will be forwarded in its entirety along
with the agenda request to the City Council.
Please complete the entire form and forward to the Purchasing
Department.
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. fQ
For Meeting of May 20, 2003
ITEM TITLE: A Resolution Authorizing Sole Source Purchase of SafetyNet Automated
Records Exchange (SNARE)
SUBMITTED BY:
Roy Willson, Acting Police Chief
Rick Pettyjohn, Information Systems Manager
Wayne Wantland, Communications Manager
CONTACT PERSON/TELEPHONE: Wayne Wantland, 575-6048
SUMMARY EXPLANATION:
After significant evaluation of available options for a records consolidation system, staff respectfully
advises Council that a Sole Source situation exists for the purposes and efficiencies required by the
Department. See attached Sole Source Justification Form.
Access to the police records system is an integral part of the operations of the Police department
and the other local law enforcement departments in Yakima County. This product enhances that
ability not only for the Yakima Police but it will be available for other law enforcement agencies as
well. By purchasing this product we effectively open up those records to authorized users for a
more seamless and efficient process.
Staff requests City Council approval of the attached resolution authorizing a sole source vendor for
the SafetyNet Automated Records Exchange (SNARE). The cost of the equipment is
approximately $95,000 (plus sale tax) and funds are available in the 2003 budget.
EXHIBITS
X Resolution Ordinance Contract Minutes Plan/Map
Notification List Other (Specify)
APPROVED FOR SUBMITTAL:
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-2003-80