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HomeMy WebLinkAboutR-2015-104 Sole Source 900Mhz Digital Radio Link System RESOLUTION NO. R- 2015 -104 A RESOLUTION 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 4th day of August, 2015. VA CiL4 ATTEST �������� Micah Cawley/iMayor ire yq 11 1 • Sjya Claar Tee, City Clerk ' # • 1 '% fit ` *I 4 �� ETON •• �_ r , BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 8. For Meeting of: August 4, 2015 IIElvi 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 A e9 City Manager SUBMITTAL: ��+" 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 Type 0 resolution 7/15/2015 Cover Memo 0 sole source 7/21/2015 Cover Memo RESOLUTION NO. R -2015- A RESOLUTION 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 4 day of August, 2015. ATTEST: Micah Cawley, Mayor City Clerk ITServi 129 N Second Street ' • • Yakima, WA 98901 ,. July 13, 2015 To: Maria Mayhue. Purchasing From: Wayne Wantland. Information Technology Manager 4..,e/ RE: Sole Source Radio Equipment; 4RF Limited 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 comm. center to remote, hilltop radios. This equipment is a digital. low- bandwidth system. As such the manufacture 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 no longer being manufactured 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 it 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 4RF 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. Twin Eagle Consulting. Providing Information Services to the City of Yakima Business Phone: 509.575.6098 Business Fax: 509.249.6835 _` ti p •.,• T.sexwce. rs I z City of Yakima /Yakima County SOLE SOURCE JUSTIFICATION (revised May, 2012) Information Technology Your Name: Wayne Wantland Your Department/Division: Services Your Phone:6048 Requisition Number: Requested Vendor: 4RF Limited or any authorized Cost Estimate (including TAX): $97384.26 distributor of 4RF equipment Chris. Vendor's Address: 7300 S. Alton Way, Suite 5A, Cent Vendor E -Mail & Website:canfield @twineaglecons ulting.com Vendor Contact Name: Chris Canfield Vendor Phone:541- 805 -1471 1. What are you purchasing? Describe the product, service or system. Attach all information (Quotes, etc.): 900Mhz Radio links for connectivity to remote sites manufactured by 4RF Limited. 2. Is this product/service available only through one vendor? rill NO 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? 1.1 NO U YES If NO, explain. To address compatibility issues, resolution is for this purchase and any future purchases as needed. 4. What efforts were made to assure the City /County is receiving the lowest or best price possible? Describe Careful evaluation of product being offered and thorough investigation of alternative vendors, see attached. 5. ARE FEDERAL FUNDS BEING USED? 0 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. 1 1 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.). Patented product. Attach documentation to confirm propriety (patent letter, etc.) . Only authorized Service Provider, Repair and /or 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? I I NO n YES I 1 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. I Special Market conditions: 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 coming and 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). • Other: Please describe: Equipment that is required has only been found to be available from two vendors. Existing equipment is no longer manufactured or supported. We attempted to purchase from the other vendor, (Moseley, through Aviat) through GSA contract, but once the equipment was on site we found that it did not meet specifications and had numerous 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 /County. 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. Wayne Wantland 2015.07 13 l - 07'00' Jul 13. 2015 Signature of Requestor Date Signature of Department Head Date 0.goan ned Oy Mana Maynue Maria M ay h u n= a eyhue, o=Cny of yakima. Jul 17. 2015 ou= Purchase . email =mane meynueQ c =US Date. 201 7 17 08:48:38 .07'00' Reco mendation of appro al b - rchasing Mgr. Date I I • • • - by xecutive Date Please complete entire form and forward to Purchasing.