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Home My WebLink AboutR-2014-092 Sole Source Upgrade of Law and Justice Center HVAC Control System from Alerton IBEX System RESOLUTION NO. R- 2014 -092 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 1 day of July, 2014 ./14; Micah Cawl y, Mayor ATTEST: /it 5 Sony - laar Tee, City Clerk / / 1 s ir /cON �-= 1 1 4 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 5.F. For Meeting of: July 01, 2014 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 Ordinance: Other (Specify): Contract: Contract Term: Start Date: End Date: Item Budgeted: Yes Amount: $33,868.00 Funding Source /Fiscal Police capital budget Impact: Strategic Priority: Public Safety Insurance Required? No Mail to: Phone: APPROVED FOR SUBMITTAL: City Manager z Aktertfk oo Ld, RECOMMENDATION: Staff recommends the approval of this sole source request and upgrade. ATTACHMENTS: Description Upload Date Type ❑ Resolution - ATS Automation Sole Source 6/18/2014 Resolution ❑ ATS Automation Sole Source Documentation 6/18/2014 Backup Material .sEP.vxe. 5 h NOMIPPF Y/iK��IAA City of Yakima Yakima County " SOLE SOURCE JUST] FI(. AT1ON_(reviseil May, 2012) Your Name: !Aar Cueva- Rarnirez Your Department/Division: Police Your Phone: (509) 576 -6702 Requisition Number: PR 3720 Requested Vendor : ATS Automation Cost Estimate (including TAX): $36645.18 Vendor's Address: 450 Shattuck Ave- S., Renton WA Vendor F -Mail & Website:darinfeATS/nc.org Vendor Contact Name: Darin Fox Vendor Phone: {425) 251 - 9680 1. What are you purchasing? Describe the product, service or system. Attach all information (Quotes, etc.): Upgrade of HVAC control system from proprietary Alerton IBEX system, to an open protocol BA rict system. All existing field owl/offers and end devices will be reused, however, the global controller and front end software wil] be replaced with fAnet devices. 2. is this product/service available only through one vendor? ❑ NO 0 YES If yes, attach documentation that supports the screening process you performed to confirm. (e.g. Internet Screenshots etc -) 3- Is this a one -time purchase? ❑ NC) U YES If NO, explain, 4. What efforts were made to assure the DitylCounty is receiving the lowest or best price possible? Describe e received verification from Aherton, the manufacturer of our HVAC system, that ATS Automation is the only authorized vendor to perform these services, Research showed the only other option to the upgrade was a complete system replacement. 5. ARE FEDERAL FUNDS BEING USED? D NO ❑ YES If Federal Funds are being used, a Cost Price Analysis prior to requesting Sole 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 who you contacted, what they said and how you verified their accuracy. 0 Compatibility to existing City/ County standard or to existing equipment, inventory, systems, data, programs or service. Describe. List efforts to find other sources (attach documentation- e.g- Internet Screenshots, etc,), This is an L,pgrade to the current HVAC controller system. The alternative to this upgrodo would be a compete replacement of the HVAC system at a much higher cost. ❑ Patented product. Attach documentation to confirm propriety (patent letter. etc.) - Only authorized Service Provider, Repair andlor 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? ❑ NO 0 YES ❑ Unique design: Requires unique features that are essential, aesthetic requirements, or not practical to match to existing design or equipment. Describe. ❑ Delivery Date: Only one supplier can meet required delivery date: Describe why the delivery date is critical and list efforts to find other suppliers to meet the delivery date. ❑ Special Market conditions: Can be used to purchase items at auction (R ON 39.30.045) or other 'items that are offered at a very favorable price and will be sold before and entity will have a chance to complete the bidding process (e.g. a flood is coming and you must obtain sandbags immediately), or only one supplier can meet required delivery date (describe why the delivery date is criticai 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. E 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. j i nature f Requester Date Signature of Departmen ea Date 1 I Recommendation of appr al by Purchasing Mgr. Date ):1 cuprNed DI#ri i1 Approval by Executive Date Please complete entire form and forward to Purchasing. Are& LTFQ M AT! ON Date: June 10, 2014 To: Martin Cueva-Ramirez — Facilities Maintenance Yakima Police Station & Legal Center Yakima Police Station & Legal Center IBEX to BACtaik 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 has the Alerton Envision for IBEX HVAC controls system in the Polce Station & Legal Center. While 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 system specified today and continue to grow in market share_ Proprietary systems such as IBEX are finding decreasing acceptance in the marketplace. For that reason, the majority of Alerton'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'd party devices like VFD's, chillers, boilers, etc o 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_ o industry moving to open protocol (BACnet) solutions (ASHRAE standard protocol)_ o BACtalk is sustainable for Tong terrn unlike IBEX. o Easier to use front end (graphics. trendlogs, schedules, and alarms) o Capability to add web based interface. o Beginning your migration planning now will limit potential last minute 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 labor necessary for this upgrade ATS Upairade Scope of Work: The following scope will convert the existing proprietary Aferton IBEX system to an open protocol BACnet system. Ali 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 IBEX APEX global controller with an Alerton BACnet B Fv1 global controller with () B M TUX communication modules for interface to the existing TUX communication trunks_ • ATS will provide, setup, and configure one new BACtalk server complete with the Alerton Building Suite v3.0 User Interface Software. 450 Shattuck Ave. South Renton, WA 98055 Phone: 425.251 -9680 Fax: 425.251 • ATS will setup and configure all necessary Alerton software on one City of Yakima provided laptop for system interface • SEX, APEX DDC Code will be converted to BCM BACnet Code. - Operator workstation graphics will be upgraded to Envision for BACnet graphics- • ATS will provide up to eight (8) hours of operator training and installation review at the completion of system startup and testing- • As -built documentation will be provided for system changes as part of this project - Total Upgrade Price: $33,868.00 plus WSST Alternate Add #1: U $ • rade IBEX field controllers (TUX} on AHU 5 & AHU 7 to BACtalk field controllers (VLC) • ATS wi[I provide and replace [BEX Tux controllers for AHU 5 & AHU7 with BACtalk VL's- This includes disconnect and reconnect of all field sensors and devices associated with each controller- ■ ATS will run e new BACtalk communications trunk (MSTP) to all control€ers 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 DDC to BACtalk VLC DDC for AHU 5 & 7 controllers, • ATS will startup and functionally test the new controls for AHU 5 & 7. • ATS will provide updated as built 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" floor controllers • ATS will run a new BACtalk communications trunk (MSTP) to all existing IBEX Tux controllers on 1 *` floor- (This will help facilitate the future replacement of these IBEX con/rollers with BACtalk controllers as they fail). • ATS will provide updated as built documentation to reflect these changes. Alternate Add #2 Pr €ce: $18,906 - 00 plus WSST A lternate 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 facilitate the future replacement of these IBEX controllers with BACtalk controllers as they fail). • ATS will provide updated as built documentation to reflect these changes. Alternate Add Price: $6,473.00 plus WSST Exclusions: • The Yakima Police and Legal Center is responsible for all network drops and I P addresses. • Existing IBEX hardware Key and APEX global controller are to be turned over to ATS at project completion_ • Existing control system sequences to remain. • This proposal is based upon straight- time work (N1 — F; 8 AM — 5 PM). No after - hours or overtime labor is included. • ATS Automation specifically excludes the warranty and replacement of all existing equipment (mechanical, controls, or electrical ). • ATS Automation 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 previously arranged with ATS Operations A+1anagement, the standard lead time for 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 nrid project scheduling. ATS Automation will await written authorization to proceed prior to starting this project. Please not this pricing is valid for 60 days_ If there are any questions or concerns, please don't hesitate to contact me @ (425) 251 -9680. Respectfully, Darin Fox Proposal Submitted: ATS Automation, Inc_ Proposal Accepted: By: Darin Fox By: Title: Service Sales Engineer Title: Date: June 10, 2014 Date: This proposal shall remain valid for 60 days ALER March 31, 2.014 Martin Cueva- Ramirez - Building Superintendent Yak i rn a Pot ice Department 200 S 3` St Yakima, WA 98901 Dear Martin, i understand that you would like a description of the status of the Alerton dealership in the state of Washington. ATS Automation, inc_ is the Merton dealer in the state of Washington for all work except for three counties near Portland, Olt_ They are the only company directly authorized to sell, install and service our products throughout the rest of Washington State, As the Alerton dealer for Washington, ATS' Automation has factory - trained personnel on staff and has access to proprietary products and information that are part of the Merton Building Management System. This training and the experience ATS has with the ,Alerton product line makes ATS Automation an unparalleled provider of Alerton products and the services that support those products_ Please let me know if you have further questions, We appreciate your support_ Sincerely yours, Mark Behar, PE Regional Sales Manager Alerton Cc: Darin Fox ATS Automation, Inc. ALEATON br's7{F 1 Rai° 4. tiie NE Redmond, WA 98052 %iephone: t425? 859 -8400 rdx: ; 25i W)'-S.1.15 Web site! www,alerton.coir