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HomeMy WebLinkAbout07/01/2014 05F Sole Source Upgrade of Law and Justice Center HVAC Control System from Alerton IBEX SystemBUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 5.F. For Meeting of: July 01, 2014 IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII ITEM TITLE: Resolution authorizing sole source and upgrade of the Alerton HVAC control system in the Yakima Police/Legal Center SUBMITTED BY: Dominic Rizzi, Chief of Police SUMMARY EXPLANATION: The HVAC system at the Yakima Police/Legal Center is currently operating with a proprietary Alerton IBEX control system. The HVAC industry is moving to open control systems and will no longer support and maintain proprietary control systems. The alternative to an upgrade of the control system would be a complete replacement of the HVAC system at a significantly higher cost. ATS Automation is the only vendor in Washington State authorized by Alerton, the HVAC manufacturer, to complete this upgrade. Resolution: X Other (Specify): Contract: Contract Term: Start Date: End Date: Amount: $33,868.00 Ordinance: Item Budgeted: Yes Funding Source/Fiscal Impact: Strategic Priority: Insurance Required? No Mail to: Phone: APPROVED FOR SUBMITTAL: Police capital budget Public Safety City Manager RECOMMENDATION: Staff recommends the approval of this sole source request and upgrade. ATTACHMENTS: Description Upload Date Resolution - ATS Automation Sole Source 6/ 2014 ATS Automation Sole Source Documentation 6/1/2014 Type Resollution Backup IMaterliall RESOLUTION NO. R -2014- A RESOLUTION authorizing the sole source and upgrade of the Law and Justice Center HVAC control system from Alerton IBEX system to BACnet system WHEREAS, Article VI, Section 6 of the City of Yakima Charter and the Yakima Municipal Code Chapter 1.80 generally require that purchases 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 bidding requirements, when due to the uniqueness of the product to be purchased and the fact there is only one source for the product, it would be futile to utilize competitive bidding; and WHEREAS, the Yakima Police Department currently has a proprietary Alerton IBEX HVAC control system; and WHEREAS, the HVAC industry is moving toward open protocol systems and will no longer support and maintain the current proprietary system; and WHEREAS, the alternative to this upgrade is a complete replacement of the existing HVAC system; and WHEREAS, ATS Automation is the only vendor authorized Alerton dealer in Washington state; and WHEREAS, the Yakima City Council finds it to be in the best interest of the City to authorize the upgrade of the Alerton IBEX HVAC control system 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 of the City of Yakima is hereby authorized the upgrade of the Alerton IBEX HVAC control system through ATS Automation as a sole source purchase without calling for bids.. ADOPTED BY THE CITY COUNCIL this 15th day of July, 2014. Micah Cawley, Mayor ATTEST: Sonya Claar-Tee, City Clerk Cit.); of Ya onn SOOION10EO oo,Ono Ii'O0111'1110^''llOhollOOdogi3Oq OO1,11,00h„„',„,„„,„„„M111111010111111 NrogRAColl ROSPA, I a./Yakirna Countv SOLE SOURCE iiiftliSITtElcATION •i-,evinsed • „an'y 21.1114., Your Name: Matn Cueva-Ramirez Your Department/Division: Police Your Phone: (50)) 576-6702 Requisition Number: PR 3720 Requested Vendor:ATS Automation Cost Estimate (including TAX): $36845.18 Vendor's Address: 450 Shattuck Ave—S,, Renton WA Vendor E -Mail & WebSite:dlarinf@ATSinc.org Vendor Contact Name: CI Oxo r Vendor Phone: (425) 251 -680 1. What are you purchasing? Describe the product, service or system. Attach all information (Quotes, etc.): Upgrade of HVAC control system from proprietary Aledon 1: EX system to an open protocol BACnet system, AH existing field controllers and end devices will be reused, however, the global controller and front end software will be replaced with BACnet device 2. is this pro uctiservice available only through one vendor? NOiHi" YES If yes, attach documentation that supports the screening process you performed to confirm. (e.g. Internet Screenshots, etc.) 3. Is this a ane -time purchase? L NO ill YES if NO, explain „. 4. What efforts were made to assure the CitylCounty s receiving the lowest or best price possible? DescribE...,, Ve received verification from Alerton, the manufacturer of our HVAC system, that ATS Automation is the only authorized vendor to perform these se7vices, Research showed the only other option to the upgrade was a compkAo system, relMacement 5. ARE FEDERAL FUNDS BEING USED? [0], NO ri YES if Federal F'unds arta heireg used, a Cost Place Analysis. prior to rag Uestin g Sate Source MUST also be attached, 6. Below are eligible reasons for sole source. Check all boxes below that apply to your sole source situation and attach any useful documents to justify the sole source. List ho you contacted, what they said and ' ow you verified their accuracy. ill Compatibility to existing City/County standard or to existing equipment, inventory, systems„ dat.,,, programs or service. Describe, List efforts to find other sources (attach documentalion„ e.g. Internet Screenshots„ etc), This is an 'upgrade to the current l-IVAC controller system. The alternative to this upgrade would be o comp ete replacement. of the HVAC system at a much higher cost. Patented product n Attach documentation to confir propriety (patent letter„ etc..) . ri Only authorized Service Provider, Repair ndior Warranty Services„ Attach proof in writing from the MANUFACTURER (not the vendor) confirming there is only one dealer authorized to sell/service in our area. Is written certification attached? PI NO Le.1 YES 7 Unique design Requires unique features that are essential, aesthetic requireme ts, er not practical to match to existing design or equipment„ Describe, 'D Delivery Date 0 ly one supplier can meet required delivery date: Describe why the delivery date is critical and list efforts to find other suppliers to eet the delivery date, Special Market conditions,: Can be used to purchase items at auction (RUN 39,30.045) or other items that are offered at a very favorable price and will be sold before and entity wiH have a chance to complete the bidding process (e.g. a flood is coming and you must obtain sandbags immediately), or only o e supplier can eet required delivery date (describe why the delivery date is critical and list efforts to find other suppliers to meet the delivery date) Other: Please describe: STATEMENT OF NEED. My division'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/County, know of no conflict, of interest on my part or personal involvement in any way with this request. No gratuities, favor, or commro rising • ction have taken place. Neither has my personal familiarity with particular brands, types of equipment?, materials or firms been a deciding i fluence on my request to ,sole source this purchase when there are other known suppliers to exist„ / /111 '1 lature/of Requestor / ) /,' ( , l Signature of DeparthWin, fr Recommendation • 'f appra by Purchasing Mgr. Approval by Execudve iss / Date Date Date 4re torn" an nfornis Date: June 10. 2014 To: Martin Cueva-Ramirez Facilities Maintenance Yakima Police Station & Legal ,Center Yakima Police Station & Legat Center EX to BACtalk Upgrade proposal *****Revised 3/5/14 to show Alternate Additions 1 through 3 (BACtalk infrastructure wiring for future retrofit)** Why to Upgrade: Yakima. Police currently hs the .Aleiton, Envision for IBEX HVAC controls system in the Police Station. 8, I„,egall Center. White this, IBEX system has been In operation "for ,many years,. and may continue to 'function for years to come,. the industry is moving rapidly toward open protocol building solutions... in fact, open protocols are the dominant control .s.ystern specified today and continue to grow in market share. Proprietary systems such as IBEX are finding decreasing .acceptance in the marketplace, For Mat reason, the majority of Alenion"s technology investment going forward will be towards the BACnet platform, Envision for BACtalk. Some key reasons to upgrade to BACtalk are: o Allows the capability to integrate with 3'1 party devices like VFlas, boilers, etc 0 Key IBEX components (APEX and TUX) are becoming hard to procure for manufacturing„ becoming expensive to produce, and therefore will be discontinued. APEX'S are no longer .available for purchase and 'TUX'S are limited to current inventory on hand.. 0 Industry moving to open protocol (BACnet) solutions (ASHRAE, standard protocol). O BACtalk is sustainable for long term unlike, IBEX. 0 Easier to use front end (graphics, trendlogs„ schedules, and alarms) 0 Capability to add web based interface. Beginning your migration planningnow will limit potential last 1minute emergency costs and unplanned downtime,. ATS .Automation is prepared to execute the following scope of work as described below., for the above referenced project, Our proposal covers, all material, installation„ project management, design, programming and start up faborinecessary for this upgrade ATS. U tirade ScigskoLlititgills: The, fait:owing scope will convert the existing proprietary .Alerton l'BEX system to an open protocol BACnet system, All existing field controllers and end devices will be reused, however„ the global controller and front end software will be replaced with BACnet devices. ATS will replace the Alerton ILEX APEX global controller with an Alerton BACnet, BC ' global controller with (3) BCM TUX communication modules for interface to the existing TUX communication trunks • ATS will provide, setup:, andconfigure, one, new BACtalk server complete with the Merton B ilding Suite v3.i0 User Interface Software 450 Shattuck Ave„ South Renton, 'VVA 98055 Phone: 475.251-9680 Fax 425.251-0949 • A""TS will setup and configure all necessary Alerton software or onc City of Yakima provided laptop for systeminterface • tBEX, ,APEX DDC Code will be converted to BCM BACnet Code. • Operator workstation graphics will he upgraded to Envision for BACnet graphics,. • ATS will provide up to eight (8) hours of operator training 8ni installation review at the completion of system startup and testing„ • As -built docurnentation will be provided for system changes as part of this project. Total Upgrade Price: $33,36 joius WSST alternate Addfil: Jjpgrade IBEX field controllers TUX en AHU 5 8, AHU 7 to BACtalk field controllersIVLC • ATS will provide and replace IBEX Tux controllers for A U 5 & AHU7 with BACtalk VLC's. IT' his includes disconnect and reconnect of all field sensors and devices associated with each controller,. • ATS will run a new BACtalk communications trunk (MSTP) to all controllers between the Global Controller (BCM) and AHU 5 & 7. (Approximately 12 controllers — this will help facilitate the future replacement of these IBEX controllers with BACtalk controllers as they fail), • ATS will convert IBEX Tux DOC to BACtalk VL C DDC for AHU 5 & 7 controllers, • ATS will startup and functionally test the new controls for Al lU 5 & 7,, • ATS will provide updated as hu It documentation to reflect these, changes. Alternate Add#1 Price $22,486,00 plus WSST Alternate Add #2: Installation of new BACtalk communications trunk (MSTP) to all 1 flo controllers • ATS will run a new BACtalk communications trunk (MSTP) to all existing IBEX Tux controllers on 1 floor, (TI is will help facilitate the future replacement of these IBE:X controllers with ,BACtalk controllers as they fail), • ATS will provide updated as built documentation to reflect these changes. Alternate Addr#2 Price: $118,905.00 plus WSST Alternate Add #3:. installation of new BACtalk communications trunk (MSTP) to all 2nd floor controllers • ATS will run a new BACtalk communications trunk (MSTP) to all existing IBEX Tux controllers on 2nd floor. (This will help facilit to the future replacement of these IBEX controllers with BACtalk controllers as they tail). • ATS will provide updated as built documentation to reflect these changes,, Alternate Add#3 Price: 6 473.00*us WSST E1xolusions; O The Yakima Police and Legal Center is responsible for all network drops and IP addresses„. • Existing IBEX hardware Key and APEX global controller are to he turned over to ATS at project completion. • Exiisting control system sequences to remain. • Th is proposal is based upon straight- time work (M F 8 AM 5 PM), No atter- hours or overtime labor is included„ • ATrs Automation .specifically excludes the warranty and replacement of all existing equipment (mechanical, controls, or electrical). • ATS A tornation specifically excludes troubleshooting existing Energy Management System problems as a part of this proposal, • No modifications: to the existing Sequence of Operations are included in this proposal. • Please note: Unless. preyieusliy arranged viiith ATO Operations Management, the standard lead timefor the start of this project is three (3) to four (4) weeks from written authorization, to proceed, This lead time allows for the engineering,material ordering & delivery .and, project scheduling. ATS .Automation will await written ,authorization to proceed prior to starting this 'project. Please note this 'pricing is ;valid for 60 days. If there are any gue:stens, or ooncems„ please don't hesitate to contact me F,or?© (425) 251-9680.. R„e:s,peotfully, Darin Fox Proposal Submitted: ATS Automation, Inc. Proposal Accepted: By.: DannFox By: Title: Service Sales Engineer Title: Date: June 10, 2014 Date: This proposal shall remain valid for 60 days. A March 3:1 „ 201.4 lqart n ueva-Rantirez ding S u peri Filen den Ykiii iFLL Illtepartment 200 S akima, 'W.A 98901 ijear Ntartiti., I understand that you would like a desc ription OftiTEe status oi• the A lerton. dealership in the state of Washington... Alt"S ikutoidation„ 'Inc is the A lertc:mi dealer in. the .state of ltkl ash itigtott for ail %watt( except for three counties near Portland, ()R_ lIThey are tile. (oily company direct ly ',authorized to t.1 111t11 &KJ serVide our prodttets throughoin the rest c:.yr Washington. State, s the A, i eirton nee.lerfbr ash gton, NTS Althorn ati on h as facto ry-tra ned perso n noel on stuff and ha s ttecess to propri t. try Foducts and lfl fitir nriat ion that, tute part. til the i\ LI BoIdI ng 1%/binagenient. Systenri, T hi s training .and the experience .A.TS has sivith the A lerton product liae makes AI'S Auk:A:Tuition a.n unparalleled provider of Mertonproducts and the scrvices that support those products_ Please let rne know if you have further questions., We appreciate your !support.. Sincerely yours, Munk. Behar,. Regional Sales lviartager Merton Cc: Darin .Autttmation, kLERTCIN 98052 Fax: Wykit'ArA h.NIEM