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Home My WebLink About09/06/2011 15 Sole Source Purchase of an Internet Protocol Based Fire Station Alerting System BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. t� For Meeting of September 6, 2011 ITEM TITLE: A Resolution Authorizing Sole Source Purchase of an Internet Protocol based Fire Station Alerting System SUBMITTED BY: Wayne Wantland, Communications & Technology Manager CONTACT PERSON /TELEPHONE: Wayne Wantland, 575 -6048 SUMMARY EXPLANATION: After evaluation of available options for purchase of an Internet Protocol (IP) based fire station alerting system to integrate with the new Spillman 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 IP based fire station alerting system needs to be upgrade to fully integrate with the new Spillman software. The quote from Zetron Systems, Inc., includes replacement of the dispatch position, server PC's and monitors, as well as the XML CAD Interface License. 4110 Staff requests City Council approval of the attached resolution authorizing a sole source vendor for the IP based fire station, alerting system.. The cost of the equipment and installation is approximately $42,000 (plus sale tax) and funds are available in the YAKCORPS budget. EXHIBITS _ X_ Resolution Ordinance Contract Minutes Plan /Map Notification List Other (Specify) 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 RECOMMENDATION: COUNCIL ACTION: 411 RESOLUTION NO. R -2011- A RESOLUTION authorizing the City Manager to purchase a IP based fire station alerting system from Zetron Systems, Inc. to be used to alert five separate fire stations by one dispatch position which, by improved operation enhances our public_ safety operations, for a purchase price not to exceed $44000 (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, the purchase is in fact an upgrade of existing equipment 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 IP based fire station alerting system to enhance our Computer Aided Dispatch System which, by improved operation enhances our public safety operations; and • WHEREAS, this is an upgrade to our existing Zetron Fire Station alerting system; and WHEREAS, the City Council finds it would be futile to call for bids regarding the described IP based fire station alerting system and said IP based fire station alerting 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 IP based fire station alerting system from Zetron 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 an IP based fire station alerting system from Zetron 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 $42,000 (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 6th day of September, 2011. - ATTEST: Micah Cawley, Mayor City Clerk CITY OFYAKIMA SOLE SOURCE JUSTIFICATION FORM Requisition Item: IP Based Fire Station Alerting System Requisition Number: 73236 1. Please describe the item and,its function.. IP Based Fire Station Alerting. System- allows for one dispatch position to alert 5 Fire stations; this request is an upgrade to the existing 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 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. Zetron Systems, Inc is the current vendor for the existing system the • Communications Division utilizes; this request is for an upgrade to that existing system. 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) This is an upgrade to an existing system, not the purchase of an entirely new system *Sole Source: only one vendor possesses the unique and singularly available capability to meet the requirements of the solicitation. 411 Page 2 Department: Yakima Communications Division 4110 Contact: Wayne Wantland Phone #: 575 -6048 Requested Venuor: Zetron Cost Estimate: $42,075.31 + tax Vendor's Address: PO Box 97004 Redmond, WA 98073 Vendor Contact: Dick Douglas Phone #: 425.820.6363 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 ,Z7 e,4/4„/ Sign re of Requestor Dat ur ,. j 21301 1) NOTE: Please complete the entire form and forward to the Purchasing Department. • • • • Z IP FIRE STATION ALERTING SYSTEM • • PO# / QUOTE# . 26905 ' . ' US QUOTE / ORDER FORM Date: 7/27/2011 EndUser /Site: Sys ID 140973 . Company: CITY OF YAKIMA FIRE DEPT Cust. #: 224940 Address: 200 South 3rd Street Quote Expires: 11/24/2011 Yakima, WA 98901 Terms: To be determined • Contact: Dave Brush Ship Quote *: 8 Weeks ARO Phone: 509: 575 -6110 ' - .. Ship Via: UPS -FOB Origin .. _ Fax: 509 - 575 -6555 Cust Ref: Yakima Fire Dept . • ' Email: dbrush @ci.yakima.wa.us Salesperson: Bob Evans Phone: 425 820 6363 X370 I his quote is valid tor IZU days trom quote date. Budgetary quote to upgrade existing Model 6/26 system (ID #140973) to an IP based system. System consists of 5 fire stations being alerted by 1 position of dispatch. Alerts, data and voice messages to be sent via IP. Quote includes dispatch position and server PCs & monitors and XML CAD Interface License. Consult the IP /FSA • Configuration Guide for IP network requirements. Items marked "optional" are not included in the total. Summary: E.C. 10/15111. - • PART# DESCRIPTION UNIT PRICE QTY OPT EXTENSION IP STATION UNITS MODEL 6 UPGRADE 905 -0272 M6 Network Interface Bundle ' 2,875 I 5 1 $ 14,375.00 (includes M6 Ethernet Upgrade & VoIP Intercom) SYSTEM SOFTWARE 905 -0285 IP FSA Server Bundle 9,660 I 1 I $ 9,660.00 (Includes 930 -0111, 950 -0881, 950 -0690, 025 -9581, 025 -9582) 930 -0110 IP FSA VoIP Gateway Server License r 4,800 1 $ 4,800.00 930 -0122 IP FSA Console Position License (1 required per position) 1,045 1 $ 1,045.00 930 -0119 XML CAD Interface License 4,600 1 $ 4,600.00 COMPUTER EQUIPMENT 950 -0601 Windows Wo PC 2,650 I 2 I $ 5,300.00 • (Use as server and 1 for each console station) • 950 -0401 Sound Card with Game Port (VoIP Systems) 170 I 1 I $ 170.00 COMPUTER LCD MONITORS Monitors with speakers do not necessarily provide volume controls for the speakers. Those that do, do not provide an individual volume control for the left and right speakers 802 -0379 17 Anti -Glare Black LCD.Monitor . 790 : 1 . ' $ . 790.00 802 -0383 19" Anti -Glare Black LCD Monitor 895 1 $ 895.00 COMPUTER LCD TOUCHSCREEN MONITORS (USB) 802 -0712 19" SAW Anti -Glare Black ELO Touchscreen Monitor 3,100 1 1 1 0 Optional EXTENDED LIMITED WARRANTY X61 -1337 Extended Limited Warranty p er year for years 2 to 5 1,683 1 1 I 0 Optional 4% of Syste List Price . ' ... . X61 -5337 Extended Limited Warranty for coverage through year 5 5,891 ( 1 1 0 Optional • 14% of System List Price • SPARES 901 -9653 IP Station Unit Model 6203 (1 Station Column, 3 Apparatus Columns) 5,575 1 0 Optional 950 -0840 VoIP Intercom (enables VoIP dispatcher announcements) 1,675 1 0 Optional 950 -0401 Sound Card with Game Port (Vo1P Systems) 170 1 . O Optional • MISCELLANEOUS (NON- DISCOUNTABLE) UPS GROUND - FREIGHT CHARGES 440.37 I 1 1 $ 440.37 • IP FSA Products LIST PRICE $ 41,635.00 • • NON - DISCOUNTABLE ITEMS $ 440.37 410 TOTAL LIST PRICE AFTER DISC. $ 42,075.37 Shipping is Additional NOTES: *Ship date subject to change based upon availability of materials and volume of other orders at time of order. Firm ship date 001- 0246_K 4/11 All trademarks are properties of their respective owners. Please refer to the Price Book for Zetron's Terms and Condd ons Page 1 of 2 will be confirmed after receipt of order. • • 4110 4110 001- 0246_K 4/11 All trademarks are properties of their respective owners. Please refer to the Price Book for Zetron's Terms and Conditions Page 2 of 2