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HomeMy WebLinkAboutR-2005-170 Sole Source Purchase from Hitech Systems, Inc.RESOLUTION NO. R-2005- 170 A RESOLUTION authorizing the City Manager to purchase a Disk Array System from Hitech Systems, Inc. to be used to enhance our Computer Aided Dispatch System which, by improved operation enhances our public safety operations, for a purchase price not to exceed $43,000 (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 Disk Array System to enhance our Computer Aided Dispatch System which, by improved operation enhances our public safety operations; and WHEREAS, for operational reasons, the Disk Array System 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 the availability of remarketed equipment that will meet the needs of the Division at a greatly reduced cost to the City; and WHEREAS, the City Council finds it would be futile to call for bids regarding the described Disk Array System and said Disk Array System 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 Disk Array System from Hitech Systems, Inc. as a sole source purchase without calling for bids, now, therefore, (1k)res/sole source/audio-video recording system/police/pm BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized and directed to purchase a Disk Array System from Hitech Systems, Inc. to be used to enhance our Computer Aided Dispatch System which, by improved operation enhances our public safety operations, for a purchase price not to exceed $43,000 (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 1st da of Novem. - , 2005. ATTEST: City Clerk (1k)res/sole source/audio-video recording system/police/pm aul George, Mayor BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 1 For Meeting of November 1, 2005 ITEM TITLE: A Resolution Authorizing Sole Source Purchase of a Disk Array System SUBMITTED BY: Wayne Wantland, Communications Manager CONTACT PERSON/TELEPHONE: Wayne Wantland, 575-6048 SUMMARY EXPLANATION: After evaluation of available options for purchase of a disk array system for data storage on our computer aided dispatch 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. The current disk array system that will be replaced is at the end of its useful life and has increasingly higher maintenance costs each year. Hitech Systems, Inc. our Computer Aided Dispatch (CAD) System vendor must closely tie the operation of this data storage device to the operation of the CAD system. Additionally, they have the availability of remarketed equipment at a greatly reduced cost, therefore making the purchase and installation of this system through Hitech a cost effective method for achieving this critical upgrade. Staff requests City Council approval of the attached resolution authorizing a sole source vendor for the Disk Array System. The cost of the equipment and installation is approximately $43,000 (plus sale tax) and funds are available in the 2005 budget. EXHIBITS _X Resolution Ordinance Contract Minutes Plan/Map Notification List Other (Specify) APPROVED FOR SUBMITTAL:�t a 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-2005-170 CITY OF YAKIMA SOLE SOURCE JUSTIFICATION FORM Requisition Item: HP/Hitech Computer Disk Array Requisition Number: 1. Please describe the item and its function. Primary data storage system for our Hitech Computer Aided Dispatch System 2. This a sole source* because: _ 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. Hitech requires specific configuration and software installation to meet the need of their specialized, proprietary computer software. Installation, optimization and configuration would be done on site at their location prior to shipping and installing at Yakima County 911. Additionally, Hitech is able to provide us warranted, remarketed equipment at a much reduced cost, ($42K versus $70K). Remarketed equipment is not available on state contract and to buy through any other source would provide questionable future support issue. 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 to meet software specifications. *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 #: 575-6048 Requested Vendor: Cost Estimate: Vendor's Address: Vendor Contact: Phone #: STATEMENT OF NEED: Hitech Systems, Inc. $42,261.45 1925 Century Park East, Suite 1650 Los Angeles, CA 90057 Pavel Money (310) 691-8111 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.