HomeMy WebLinkAboutR-2011-047 Sole Source Stagecraft ProductsRESOLUTION NO. R-2011-47
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 5th day of April, 2011.
ATTEST:
St -D hJ 1. O J
City Clerk
AA -t;/,.
Micah Cawley, Mayor
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 44g
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:
City of Yakima/Yakima Coun
SOLE SOURCE JUSTIFICATION
YOUtt, 'liiiiiglootibre.•00ioh: •
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yOUrlp:40ne:50.9,57&8370'
ReqUeStedVendocpStagecraft Industries
Vendor's Address: 5503: Sixth Ave. South
Ybilt:Departhieirit Yakime.COriventibm,Center.
Requisition Number:
Cost Estimate: $43,,00000
41,
in.ex eAse, re.nc), in5
Seattle, WA 98108-0191 Vendor E -Mail & Website:
ToddHestagecraftindustries.com and -www.stagecraftindustries.com
Vendor Contact Name: Todd Haas
Vendor Phone: 206-763-8800
'L. Describe the product, service or system: Attach all inforMation: Thisrequest is for
upgrades to our existing lighting systarn, The existing system is manufactured exclusively, -by
Stagecraft The upgrades and part S haVe-to come through the-siartie thThiia
0 Ouobote.ct iternsthrough the Money allocated to the Convention Center from Yakima County
2. Below are eligible reasons forsole source. Check all boxeebelow-thet apply,tOyour
sole source situation and attach any useful documents to justify the sole source.
EfCoMpatibility to existing City/County standard or to existing equipirrent,,InVentory,
systems, data, programs or Service. Describe. List effortsfind,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.
EJ Only authorized Service Provider, Repair and/or Warranty 'Services. DieSeribe.
Unique design: Requires unique features that are essential, aesthetic requirements,, or
not practical to match to .eXitiriaciesfgriror equipment. Describe
ElUsed 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.
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O Project or Research Continuity: Product, systems, services or data must comply withstry
ongoing project, research, data, testing or analysis. Results would be interrupted or
compromise vithout continuity. Describe.
E] Other Please describe:
STATEMENT OF NEED:
IyIy:divisionts.recoMmendatiowfw.splasource is based upon an objective reVevtrtof :the
good/service being required and appears to be in the best interest of the City/County.
I know of no cortflictof'inth±estn.rnypart or personal involvementirt any way'Nyith 2,,
this request No gratuities, favor, or compromising action have taken place. Neither
has my personal' !faMilitiiityWitWpattiCular brands, types of equipinent; materii
-filins:beeii a, deddiittinflueitite'bii triy4equest to sole source this purchase when there
arel'b4MartoWiiStiptiliers to exist
2 - -
Signature -of Requestor Date
Signature of Department Head Date
4?leti5e,rompleteentirefim wondfirward to:Purchasing,
RecoihniefidatiOri of apjovai by PurChigink MO. tate'
Approval by.City.MgV Date
Note - gOdiCl•oftotinty Commissioners approval reqpireCI for. over $'`,060
41. --‘,; • •;•--
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5051.N:Lagoon Avenue
Portland, OR 97217-7693
PO>Box 4442, Portland, OR 972084442
503-286-1600
Fax 503-286-3345
QUOTATION/;,`:
BILL OF,ATI
5503 Sixth Avenue South
Seattle, WA 98108-2503
PO Box 80191, Seattle, WA 98108-0191
206-763-8800
Fax 206-763-1324
November ei'20:10
Sheldon Butler
;h
Yakima Convention,. Center.
10 North '8th''S'treet
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: Your, acceptance;af this quotation, shipment of goods or fumishing of
seryicea will cpnstItute.aarreemant of terms and conditions of this offer sat forth an
this;slde.and.reverse side of this page. Your acceptance Is expressly limited to
those:terme and conditions which supercedes all others. ALL WARRANTY
SERVICE i? pS_FACTORY,.UNLESS STATER OTHERWISE:
• Slgnat►ira'of Purchaser
date
anti -actor Licenses
AIC — 5095 • AZ — 129893 , CA — 252177 • HI — C-15872
ID -11989-AAA.4(23),• IA — 456.10-97 • MS --10626 • MT — 5442.
NM — 060555 '• NV = 0012299, • OR - 065050
WA— STAGEI`365R8
Stagecraft Authorized Signature
Todd Haas
www. Rtaaanraftinduatrit?c.nnm
Yakima Convention Center
Yakima, WA
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.
equipment, where applicable standards have been established, shall be built
to the standards of Underwriters Laboratories, Inc., the National Electric=Code,
the 'United States Institute 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:
Add Alte ate #1
Add Alternate #2
Total:
$34,510.00
$3,477.33
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Yakima Convention Center
Yakima; WA,
Quotation 101.1.0673_TD4:-',
1. ArChliedUral COntrol SyStem and Upgrades tpconsist of:
A. Unison Paradigimaternal 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) 500rn wire segment
1 7180A1008 URTO - Unison RideThru Option Kit, for power back-up
B. Unison Paradigm External Processing Rack (ERn2) tocontain:
1 71.80/N1010 ERn2-W-120 -.ERn2 Enclosure Wall-Mbunt 100-1'20V
1 7180A1004 ERn-NET - ERn 5 -port Ethernet Switch Modula(includes (5),N4036,
Patch cables)
1 7180A1001 P -ACP - Paradigm Architectural Control Processor ---- I)
1 7182A1001 P -SPM - Paradigm Station Power Module - supports 32 stations
and (1) 500m wire segment
1 7180A1008 URTO. - Unison RideThru. Option Kit, for power back-up
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Stagecra
Yakima Convention Center
Yakima, WA
Quotation 1011.0673_TDH
C. Unison Heritage Control Stations to consist of:
14 UH40707 4 -gang, .-714.fader, 7,buttorr:ControkStation assembly, w/IR
4 UH1002 1Aarig.; 243uttopeontrOIStationassembly-w/.1R Port,
14 UWIR 10,BuftbmHandheld.Transititter;OfraRed..:
13,.-06tintyiSensort-tO COntist,of:
4 PSP1011/PSP1010 Hubbell LXPSPCI - Indoor photocell sensor W/ Photocell
control module
E. LightDesigner: •
1 71803.1000A .* UPLIY- Site License for Unison cightDesigner Software
Not CorripUtetfor•LightDegigner Software to be- provided by end-user.
F. Strand dimming and control upgrades to consist of:
1 DE90-3000 Johnson Systems, Retrofit Kit for Strand Digital Environ
DE90 Architectural Dimmer Rack
2 Rad( cooling fans for Strand Digital Environ DE90
Architectural dimmer rack
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Yakima Convention Center
Yakima,,WA
Quotation 1011.0673 TD
Preventative.:Maintenance:.. Replaces back-up.4aettery.and;;• •
maintenance for Strand CD8O SV control processor.
ll: Manufacturer's,Services:
A. Four sets of B size drawings for approval submitted within 2- 6 weeks of
receipt of order.
B. Two-year limited warranty on parts and workmanship.
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
writtenapproval and release
E. Two sets of Operation Manuals (one hard copy, one CD).
F. Eight hours of LightDesigner training.
111. Notes and Clarifications:
A. All: flush mount back boxes, except for touchscreens, theatrical wiring. devices
and: where specificallynoted, are provided by others.
B. This quotation excludes all installed cabling, interconnecting cables, and back
boxes unless specifically listed.
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Yakiina Convention Center
t '
Yakima; WA
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Quotation 1011.0673_TDH
C. Deliviiry leatrtlinet Wilrbe advised atdate'of order:
D. Unison wall stations are quoted with standard legends. Custom legends can be
quoted upon request.
E. User modifications to the Unison Paradigm configurationare available froPt the,'
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.
IV. Alternate'ittf.'
: z
A. DEDUCT Unison HeritageControl Station (Model UH40707) to consist of:
-14 UH40707 4 -gang, 7 -fader, 7 -button Control Station assembly w/IR 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,TOuchscreen Walkmount Locking Cover,
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V. Alternate #2:
Yakima Convention Center
Yakima, WA
Quotation 1011.0673TDH
A. ADD -- Unison Heritage Control Station, locking cover for station
protection.
14 SL -4C Unison 4 -gang sliding locking cover
Please Note:
Terinsys.
rrices: Good 30 Days from Above Date.
Taxes: Taxes, 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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