HomeMy WebLinkAbout04/05/2011 09 Sole Source Stagecraft Products 0 BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 44 g
For Meeting Of April 5, 2011
ITEM TITLE: A Resolution Authorizing Sole Source Purchase of Stagecraft Products for
Yakima Convention Center
SUBMITTED BY: Connie Upton, General Manager
CONTACT PERSON/TELEPHONE: Connie Upton, 576 -6370
SUMMARY EXPLANATION:
After evaluation of available options for purchase of an upgrade to the existing lighting 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 products that will be replaced are compatible with existing products and for reasons of
standardization, a Sole Source is required.
Staff requests City Council approval of the attached resolution authorizing a sole source vendor for the
Stagecraft products. The cost of the products is approximately $48,000. (plus sales tax) and funds are
allocated in the 2011 budget.
Resolution X Ordinance Other (Specify)
Contract Mail to (name and address):
Phone:
Funding Source
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 /COMMITTEE RECOMMENDATION:
COUNCIL ACTION:
O RESOLUTION NO. R- 2011
A RESOLUTION authorizing the City Manager to purchase Stagecraft brand products from
Stagecraft Industries to be used to upgrade the existing lighting system for
a purchase price not to exceed $48,000. (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 Convention Center requires the purchase of lighting to upgrade
the existing system; and
WHEREAS, for standardization purposes, Stagecraft products are required in order to
maintain compatibility with existing Stagecraft products; and
• WHEREAS, the City Council finds it would be futile to call for bids regarding the
described Stagecraft products and said Stagecraft products 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 Stagecraft products from Stagecraft Industries 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 Stagecraft products
from Stagecraft Industries to be used to upgrade the existing system, for a purchase price not to
exceed $48,000. (plus sales tax). The City Manager is further directed to execute all
appropriate and necessary documents to complete the purchase and transaction.
ADOPTED BY THE CITY COUNCIL this 5 day of April, 2011.
•
Micah Cawley, Mayor •
ATTEST:
City Clerk
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city of Yakima/Yakima County
SOLE SOURCE JUSTIFICATION
Your Name lconn,e Uptori Your Department Yakima
yOUr PhOhe: Requisition
ReqUested-Vendom Industries CostEstimitte: $43,000oo,
0- -A? 5, 000 . -4f ict-
Vendor's Address: 5503 Sixth Ave. South e.nd tr15
Seattle, WA 98108 Vendor E-Mail & Website:
toddHOStaoecraftindustries.corn and mww.stagecraftindustries.com
Vendor Contact Name: Todd Haas Vendor Phone: 20646843800
t.. Describe the product, service or system. Attach all information: This request is for
upgrades to our existing lighting systerh, The existing system is manufactured exclusively,
Stagecraft. The upgrades and partihaVe-to come through they
4 1, b.UttgOteci iteMsthrough the money allocated to the Convention Center from Yakima County
2. Below Ore eligible reasons forsole source. Check all boxeebelow-that aPPITtOyOur
sole source situation and attach any useful documents to justify the sole source.
EfCompstibility to existing City/County standard or to existing equipmentOnventory,
Systems, data, programs or service. Describe. List efforts fq filid.Other "
El Licensed or patented product with only one dealer. Describe. Attach documentation if
available, to confirm your source is the only dealer or supplier for this region.
O Only authorized Service Provider, Repair and/or Warranty Services. DeSeribe.
Unique design: Requires unique features that are essential, aesthetic requirements,, or
not practical to match to . eXiStirig'desiOnror equipment. Describe
OUsed item:. Surplus item bought through an auction or distributor that would represent good
value and.is advantageous to the City/County. Describe.
Delivery Date: Only one supplier can meet required delivery date: Describe and list efforts
to find other suppliers to Meet the delivery date.
O ProjectbrAesearch Cbntinuity: Product, systems, services or data must comply With,
ongbihgliiiiiictijesearch, data, testing or analysis. Results would be interrupted or , 4110
cornPf0Miaadi,Viithout continuity. DeScribe.
. .
E] Other Please describe:
. ,
STATEMENT OF NEED:
1yly:divisiont,s.recommenclatiowfm7,:solesource is based upon an objective, reView :the
good/service being required and appears to be in the best interest of the City/County.
• I know of no conflictnfinterest on, irty part or personal invOlvementirt any - 1 , VarNylth
this request. •No gratuities, favor, or compromising action have taken place. Neither
has my personal' !fainiliiinityWitkipattiCular brands, types of equiptnent; materii
-filinkbeeil a, deddintinfluditiCe'tili triy/iequest to sole source this purchase when there
areb to exist.
- -
Signature of Requestor Date
Signature of Department liead, Date
,
P..--.1ea50vompleteentirefim wandfirward to:Purchasing, ,
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Recdofapova1 by Purchasing mgi. Date
Approval by. WIggr./ Date
• Note - goaidottolinty Commissioners approval required for. over 0,060
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QUOTA TION/ �►
S t''C�tl ���
' .'. B'I LL A
OF`A
n "5051 N: Lagoon Avenue ® 5503 Sixth Avenue South
Portland, OR 97217 -7693 Seattle, WA 98108 -2503
P0-Box 4442, Portland, OR 972084442 PO Box 80191, Seattle, WA 98108 -0191
503- 286 -1600 206- 763 -8800
Fax 503 - 286 -3345 Fax 206 - 763 -1324
•
November8;:20:1:0
•
Sheldon Butler
Yakima Convention,. Center.
10 North $
Yakima, WA 98901
•
509- 949 -3929
•
Quotation Number 1011.0673 TDH •
The following quotation has increased in cost over the estimate with the addition of
several items not included in the original budget estimate. The additions include;
1- Ethernet Switch
14 -10 button Infrared Remote Transmitter
1- Strand System Upgrades
•
1- Low Voltage Terminations
1- System Commissioning Labor
NOTICE: Youreuee t nes of this quotation, shipment of goods, or fumishing of Contraotor Licenses
seryicpa will c.Qn'stitute.agreemant of terms and conditions of this offer sat forth an AI< — 5095 • AZ — 129893 • CA — 252177 • HI — C -15872
this;sIde.and:reverse side of this page. Your acceptance Is expressly limited to ID - 11989- AAA.4(23),• IA — 4561Q -97 • MS 10626 • MT — 5442 .
those:termeand conditions which supersedes all others. ALL WARRANTY NM — 060555'•NV = 0012299, • OR -. 065050
SERVICE FOS,.:FACTORY.UNLESS STATER OTHERWISE. WA— STAOEI`36SR8
• Signat►ira'of Pikchaser date
Stagecraft Authorized Signature
Todd Haas www.RtaasanraftinduatriAs nom
•
Yakima Convention Center
, E " „ $ � .0 'Cl 4 } Yakima, WA
` 2r ' '`,< Quotation 1011.0673_TDH
Total for the Bill of Materials that follows based upon a site -visit in August of
2010. The Bill of Materials• that follows is Stagecraft's recommended system}:
upgrades.
All equipment, where applicable standards have been established, shall be built
to the standards of Underwriters Laboratories, Inc., the National` c -Code,
the United States Instl
�itute for Theater Technology and the American :National .. .: •
Standard Institute. Approved equipment shall be so labeled on delivery to the job
site.
Architectural Control System and Upgrades
Total: • - $34,510.00- .
Add Aite ate #1
Tot : v 120 8 4.00
Add Alternate #2
Total: cf'. $3,477.33
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Yakima Convention Center
Yakima,
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Quotation 1011.0673_TDH"
• 1. ArChlieditital COntrol System and Upgrades tpconsist of:
A. Unison Paradigrn:Ekternal ProcesSingRack (ERn2) to contain:
1 7180A1010 ERn2-W-120- ERn2'Enclosure WalkMount '100-120V
1 7180A1001 P-ACP - Paradigm Architectural Control Processor
1 7182A1001 P-SPM - Paradigm Station Power Module - supports32stations
and (1) 500m wire segment
4111 1 7180A1008 URTO - Unison RideThru Option Kit, for power back-up
B. Unison Paradigm External Processing Rack (ERn2) tocontain:
1 71 ERn2-W-120 -.ERn2 Enclosure Wall-Mbunt 100-120V
1 7180A1004 ERn-NET - ERn 5 Ethernet Switch Modula(includes (5),N4036
Patch cables)
t r
1 7180A1001 P-ACP - Paradigm Architectural Control Processor
1 7182A1001 P-SPM - Paradigm Station Power Module - supports 32 stations
and (1) 500m wire segment
1 71 80A1008 URTO. - Unison RideThru. Option Kit, for power back-up
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4111
Yakima Convention Center
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Quotation 1011.0673TIDEf ''' .
C. Unison Heritage Control Stations to consist of:
14 UH40707 4-gang; Mader, 7,button :Control:Station assembly, w/IR port ,
4 U H1002 "-: 1=gang; ZbuttqTControl:Station:.asserribly-w/IR Port:
14 UKIIR 10 TransititteOnfraRed .
D
4 PSP1011/PSP1010 Hubbell LXPSPCI - Indoor photocell sensor W/ Photocell
control mOdule.
4110
E. Light Designer:
1 71803.10004.* ''. UPLD'i- Site License for Unison cightDesigner Software
Not i4:= borriPUterfor LightDeSignerSoftware to be by end-user.
F. Strand dimming and control upgrades to consist of:
1 DE90-3000 Johnson Systems, Retrofit Kit for Strand Digital EMiiitin
DE90 Architectural Dimmer Rack
2
RaCk cooling fans for Strand Digital Environ Dt90
Architectural dimmer rack
Page 4 of 7
III
Yakima Convention Center
Stagata x,. M y`:` Yakim WA l .` ; ,.;
z Quotation 1011.0673_TDH ° ")
2 Preventative Maintenance: Replace .back- up
maintenance for Strand CD8O SV control processor.
ll: ManufactureesaServices:.
A. Four sets of B size drawings for approval subiiiitted within of "' "` '
hin 2= 6 weeks '
receipt of order.
B. Two -year limited warranty on parts and workmanship.
411 C. The services of a factory engineer to energize system and instruct user
personnel. Such services to be supplied on 21 days notice.
D. Production requires 1 - 6 weeks for delivery of equipment after receipt of
written approval and release
E. Two sets of Operation Manuals (one hard copy, one CD).
F. Eight hours of LightDesigner training.
Ill. Notes and Clarifications:
A. All flush mount back boxes, except for touchscreens, theatrical wiring . devices
and where specifically noted, are provided by others.
B. This quotation excludes all installed cabling, interconnecting cables, and back
boxes unless specifically listed.
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Yakima Convention Center
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'Yakima YVA
Stageeiti
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Quotation 1011.0673_TDH
C. Delivery leedllineti Wine advised atdate'Of order
D. UnitOri wall stations are quoted with standarci legends. Custom legends can be
quoted upon request.
E. U Modifications to the Unison Paradigm configuratiOwareavallablefrthir
ParadigM Architectural:Control Processor (P-ACP) and from the LocalAccess
web interfaCe.
F. Stagecraft will •provide the low voltage terminations at the time of system
energization.
410
IV. Alternate#1:'
A. DEDUCT Unison Heritage Control Station (Model UH40707) to consist of:
-14 UH40707 4-gang, 7-fader, 7-button Control Station assembly w/1R Port
B. ADD — Unison Paradigm Control Station (Model UP-LCD) to consist of:
14 UP-LCD LCD Touchscreen, Flush mount w/ back box
14 P-LCD-LC-1 Paradigm TOuchscr7een Walkmount Locking Cover,
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0 Yakima Convention Center
St aqecraJt Yakima, WA
Quotation 1011.0673_1'DH
V. Alternate #2:
A. ADD -- Unison Heritage Control Station, locking cover for station
protection.
14 SL Unison 4 sliding locking cover
Please,Note:
Termsys.
4110 ri;rices: Good 30 Days from Above Date.
TaJeiaxes, if any, are not included.
Freight: Ground freight included.
Drawings: for approval and checkout are included.
Please call with any questions you may have.
Thank you,
Todd Haas
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