HomeMy WebLinkAbout08/04/2015 08 Sole Source 900Mhz Digital Radio Link System'1111111 1,
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 8.
For Meeting of: August 4, 2015
ITEM TITLE: Resolution authorizing a sole source purchase of radio equipment
from 4RF Limited, not to exceed $100,000, to be used to link the new
Communications Center to existing mountain top radios which
enhances our public safety operations
SUBMITTED BY: Wayne Wantland, Information Technology Manager
SUMMARY EXPLANATION:
As part of the move to the new Communications Center we are replacing many of the radio components. One
element of this is the 900Mhz radio links that connect the communications center to remote, hilltop radios.
This equipment is a digital, low -bandwidth system. As such, this type of equipment is becoming less
available because the manufacturers are moving toward the high bandwidth, more expensive market. After
extensive research we found only two vendors that supply the needed equipment. We attempted to purchase
the equipment from the alternate vendor but had numerous problems with the delivery and install resulting in a
return of the equipment and cancellation of the order. This leaves only this vendor, 4RF Limited, resulting in
this request for sole source purchase.
Resolution: X Ordinance:
Other (Specify):
Contract: Contract Term:
Start Date: End Date:
Item Budgeted: Yes Amount: $100,000
Funding Source/Fiscal Impact: New Communications Center Project Fund
Strategic Priority: Public Safety
Insurance Required? No
Mail to:
Phone:
APPROVED FOR
SUBMITTAL:
City Manager
RECOMMENDATION:
Staff recommends approval of the Sole Source authorization so we can complete the transition to the new
Communications Center with reliable radio systems.
ATTACHMENTS:
Description Upload Date
D resdutlion 7/15/2015
D solle source 7/21/2015
Type
Omer Memo
Omer Memo
A RESOLUTION
RESOLUTION NO. R -2015 -
authorizing the City Manager to make an immediate purchase of a 900Mhz
Digital radio link system manufactured by 4RF Limited to be used to link the
new Communications Center to existing mountain top radios to enhance
public safety operations.
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 Information Technology Services Division requires this immediate
purchase, and future purchases of the 900Mhz system to enhance our Public Safety Radio
System which, by improved operation, enhances our public safety operations; and
WHEREAS, for operational reasons, the 4RF system is the only equipment that will
meet the City's needs; and
WHEREAS, the City Council finds that it is in the best interest of the City to authorize
this purchase and future purchases of the 900Mhz Digital radio link system manufactured by
4RF Limited 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 a 900Mhz Digital radio
link system manufactured by 4RF Limited to be used to enhance our Public Safety Radio
System which, by improved operation, enhances our public safety operations, for a purchase
price not to exceed $100,000 and future purchases as needed. 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 41h day of August, 2015.
ATTEST: Micah Cawley, Mayor
City Clerk
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July13, 2015
To Maria ayhue Purchasing
From: Wayne 'Wantland, Information 'Technollogy Manager (.1
RE Sole Source Radio Equipment; 4RF Lir -oiled
As part of the move to the new Communications Dexter we are replacing many of the radio
components„ One element of this is the 900Mhz radio links that connect the commcenter to
remote, hilltop ra.dios, 'This equipment is a digital, low -bandwidth system, As such the,
Imanufacture of this type of equipment is becoming less available because the manufacturers
are moving toward the high bandwidth, Much more expensive market,
Our current equipment is noionger being rnanufactured or supported hence the requirement to
look elsewhere. We have found only two vendors that still produce this. equipment; Moseley
through Aviat, and 4RF Limited through Twin Eagle Consulting, We first attempted to purchase
the Moseley equipment which is on the GSA contract, We had numerous problems in the.
delivery of the equipment and then once we received the equipment we found numerous other
problems with the equipment meeting specifications, to the point that we determined rt was
unusable for our system and have returned the equipment and cancelled the order:
We are now at the point that the only available option is to purchase the 4W: Limited system
through Twin Eagle Consulting or go to the much higher, unneeded, high bandwidth systems
(over double the cost),
Therefore, considering that we have done our due diligence in attempting to resolve this issue
through normal purchasing procedures and have not found a solution and the only other
available option is significantly more costly, we be granted the ability to sole source this
equipment manufactured by 4RF Limited through their distributor, Twon Eagle Consulting„
Providing. Informad.on Services to the City otsliakinci
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SOLE SO.L.ROE JLISTIFICATIONauyised Aley 2LLIIJY,
Your Name Wayne 'Wantland
Your Phone:6048
R ,.quested Vendor:4,RF Limited or any authorized
thst utor of 4RIF equipment
information Tecnrtoiogyl
Your Department/Division: Services
Iequsiton
mber:
Cost Estimate (including TAX): $973 26
ch ns
"Vendor's Address: 73oo s Alton Way, Suite 5A, Cent Vendor E -Mail & Websitetcanfield@twiheaglecons
ititing corn
Vendor Contact Name: Chiis Canfield Ve dor Phon 541-805.1471
t What are you purchasing? Describe the product, service or system. Attac'hl all
information (Quotes, etc.):
900Mhz Radio links for connectivity to remote sites manufactured by 4RF bmited
2. Is this product/service available only through one vendor? [ill NO Ej YES
if yes, attach documentation that supports the screening process you performed to confirm,
(ec;„ internet Screenshots, etc)
3. Is this one-time purchr se? r*„i NO{Ilk YES If NO, explain.
To address compatibility issues resiottiti on is to this purchase and any future purchases as needed„
4. Wht efforts were made to assure the City/County is receiving the lowest or hes . pric
possible?Describe
Careful evafluation of product being offered and thorough investigation of alternative vendors, see attached,.
5. ARE FEDERAL FUNDS BEING USED? 1.,„„ NO ri YES
Fe ra 1,"' ILI lads a re bee ng us e d a C OS t P ri C e Ana ye, pri r: reel u esti nig Sole So curse
M US,' a o. etas had
&ow are eligible reasons for sole source. Check all boxes below that a.py to your
sole source situation and attach any useful d cuments t justify the sole source. List
who you contacted, what they said and how you verified their accuracy.
__„„„j Compatibility to existing City/Coil ty standard r to xisting equiam nt, inventory,
systems, data, rogra s or service. Describe. List efforts to find other sources (attach
documentation, e.g internet Screenshots, etc )
Patented product, Attach documentation to cordurrn propnety (patent etter, etc)
Only authorized Service Provider, Repair nellor Warranty Services, Attach proof in
writing from the MANUFACTURER (not the vendor) confirming thereis only one dealer
authorized to sell/service in our area„ Is written certificatio nattached? Li NO Li YES
Unique Idesign: Requires unique features that are essential, aesthetic requirements, or not
practical to match to existing design or equipment Describe,
El Delivery *ate: 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 dete.
El Special Market conclitions Can be used to purchase items at auction (RCW 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 conning ;Ind you must obtain
sandbags immediately). or 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),
L!1, •ther: Please describe:
Equipment that is required has only been found to be availabie from two vendors, Existing equipment is no Vonger
manufactured or supported, We attempted to purchase from the other vendor, (Moseley, through Aviat) through GSA
contract, but once the equipment warn on site we found that it did not meet specifications and had ilumercus problems,
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/Colunty„ know of no conflict of interest on my part or personal involvement in
any way with this request, No gratuifies, 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,
ayneWaIland
Wayne Wantland
11 • 2015,07713 '1239,:53 -700'
Signature of Requestor
Signature of Department Head
11.6'mut..kerfei by Malq,,,t. Mayhue
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Apt .1 by...Executive
Jui 13, 2015
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