HomeMy WebLinkAboutR-2004-037 Sole Source Purchase from COBAN Research & TechnologiesRESOLUTION NO. R-2004- 37
A RESOLUTION authorizing the City Manager to purchase additional computer disk drives
and implementation services for the police patrol car audio/video
recording system from COBAN Research and Technologies to be used to
increase on-line access to and backup copies of the video files for a
purchase price not to exceed $32,000 (plus sales tax and expenses) 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 Police Department requires the purchase of additional computer
disk drives and implementation services for the patrol car audio/video recording equipment to
increase on-line access to and backup copies of the video files; and
WHEREAS, it is essential that the additional disk drives are implemented and integrated
into the patrol car audio/video system to operate in a seamless manner with the system; and
WHEREAS, implementation of the disk drives and integration of the disk drives into the
audio/video recording system requires modifications to proprietary computer hardware and
software; and
WHEREAS, these modifications require specific technological skills, extensive
knowledge of the software programs, and the legal right to modify the proprietary hardware
and software; and
WHEREAS, it is essential that the vendor will warrant that the patrol car audio/video
system will continue to operate properly and will provide warranty service for the entire patrol
car audio/video system, including the additional computer disk drives; and
WHEREAS, COBAN Research and Technologies is the only source of the technical skills,
software knowledge, and legal right to make the required modifications and will provide a
three-year warranty on the computer disk drives, and is willing to sell the computer disk drives
(1k)res/sole source/audio-video recording system/police/pm
and implementation services to the City for $32,000 (plus sales tax and expenses), in accordance
with the attached proposal dated January 26, 2004; and
WHEREAS, the City Council finds it would be futile to call for bids regarding the
described equipment, services, and warranty since COBAN Research and Technologies is the
only vendor with the requisite skills, knowledge, and rights and is will to provide a warranty
and warranty service; and
WHEREAS, the City Council finds that it is in the best interest of the City to authorize
purchase of the audio/video recording system from COBAN Research and Technologies 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 computer disk drives
and implementation services for the patrol car audio/video recording system as a sole source
purchase without calling for bids from COBAN Research and Technologies to be used to
enhance police officer safety and law enforcement operations for a purchase price not to exceed
$32,000 (plus sales tax and expenses). 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 17th day of February, 20
ATTEST: Paul P. George, Mayor
City Clerk
(1k)res/sole source/audio-video recording system/police/pm
.1
RESEARCH &TECHNOLOGIES
January 26, 2004
Yakima Police Department
200 S. 3rd Street
Yakima, WA 98901
Dear Sir or Madam:
Proposal of two IDE -SCSI Raid Systems for Yakima Police Department
Coban will extend their backend video system for Yakima Police Department by installing two
Proware Technologies' SB-3160SA IDE -SCSI raid systems (3.5 terabyte each, total storage
capacity: 7 terabytes), and interfacing those drives to the existing backend video system.
Coban will install the drives in the Yakima Police Department's existing Dell Rack and connect
them to the Coban server using SCII cables. In turn, before installing, Coban will test the drives
over a 2 -week period by writing video data to the drives using the same type equipment that we
installed at the Yakima Police Department. Once the drives are installed, Coban will run a
recovery of all the data off of the Tivoli Robotic Library so that all the data collected currently from
the police cars will be uploaded onto the IDE SCII drives and therefore having all data online. The
software rules that Coban has applied to the Coban server SCII drives will now be recalculated to
apply also to the new IDE SCII drives. These rules allow the drives to only get a certain
percentage full and cause only the oldest video and least looked at video to be deleted first, from
the IDE SCII drives. All data from the online drives will continue to be written to the IBM -3583
tape library using Tivoli Storage Manager as a backup solution in case something were to happen
to the IDE SCII drives.
In addition to standard 16 drive per raid configuration (14 on-line for data, 1 for checksum, and
one for on-line spare), Coban will provide one extra drive for each raid system as an off-line
spare drive, which improves the overall data security and reduce the potential system downtime.
Coban will maintain a 3 year warranty on the IDE SCII drives and repair or replace any
malfunctioning parts.
Each raid system described above is $16,000.00, total cost (including installation, data restore,
and system re -configuration) is $32,000.00. Coban will delivery the systems within 30 days after
receiving the Purchase Order.
Sincerely,
Allan Chen
Project Manager
2323 SOUTH VOSS ROAD, SUITE 300 • HOUSTON, TEXAS • 77057
PHONE: 713-271-7888 • FAX: 713-271-1638
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.
For Meeting Of a _/ 1 "°(/
ITEM TITLE: Sole Source Resolution for Additional Police Car Video Disk Drives
SUBMITTED BY: Rick Pettyjohn, Information Systems Manager
CONTACT PERSON/TELEPHONE: Rick Pettyjohn, Information Systems Mgr - 575-6098
SUMMARY EXPLANATION: In 2003 the City implemented a Police Patrol Car Digital
Audio/Video system. This system includes a computer server and an array of computer
disk drives within the Police Building for long-term storage of and access to the video files.
Our goal is to maintain three to three -and -a -half years of storage capacity to retain the files
beyond the three-year statute of limitations for complaints against the Police Officers.
Because we were an early adopter of the technology, there was no prior experience to
accurately predict the amount of disk space that would be required. Therefore, we ordered
a minimal amount of storage until we could more accurately project our usage. The
attached proposal from COBAN Research & Technologies will provide seven terabytes
(seven trillion) of storage that, at our current system usage, will provide slightly more than
three years storage capacity.
The new disk drives must be tightly integrated into the video system to work
properly. Implementation requires modifications to proprietary hardware and software.
These modifications require specific technological skills, extensive knowledge of the
software programs, and the legal right to modify the proprietary hardware and software. In
addition we require the vendor to warrant the disk drives and the video system operation.
Because COBAN Research & Technologies developed and video system and provided it to
the City, they are the only vendor that can meet all these requirements. Therefore we are
requesting that the City Council declare COBAN Research & Technologies as the Sole
Source for the additional Audio/Video system disk drives in accordance with the attached
proposal and resolution.
Resolution XX Ordinance Other (Specify) Proposal
Contract Mail to (name and address):
Phone:
Funding Source General Fund
APPROVED FOR SUBMITTAL: 7:
City Manager
STAFF RECOMMENDATION: Approve Resolution
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION:
Resolution adopted. RESOLUTION NO. R-2004-37