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HomeMy WebLinkAboutMemos - Preventative MaintenanceCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: FROM : Kenneth Robertson Chief Procurement Officer/Purchasing Director /"..14/(1 usbel Ger(zal 7, Senior Procurement Specialist DATE : November 15, 2011 FILE : SUBJECT: Preventative Maintenance and Extended Warranty Service for 911 Workstations . Sole Source# 11-12-010 REFERENCES: ENCLOSURES: An investigation was conducted to determine whether Wright Line, LLC., . a wholly owned subsidiary of Eaton Corporation, a Non -Local vendor, located at 160 Gold Star Blvd., Worcester, MA 01606 is the sole -source provider of Preventative Maintenance and Extended Warranty Service for 911 Workstations for the Department of Police. Pursuant to Resolution No. 04-0338, the Department of Police purchased and installed call taker/dispatch consoles, and other furniture and equipment, at the Police and Fire -Rescue 911 center, including E-911 back-up site at the Fire College, utilizing State of Florida Contract No. 425- 001-01-1. The original purchase and installation price of $426,291.87 was inclusive of a five (5) year preventative maintenance and warranty service, which expired on November 2010. Due;to the continuous wear and tear of the mechanical parts of the equipment, and to protect the integrity and functionality of the equipment and the City facilities where the equipment is located, it is crucial that the Department of Police continue receiving preventative maintenance and extended warranty service from Wright Line, LLC, the sole -source provider of said services. Wright Line, LLC., has confirmed that the "preventative maintenance and extended warranty service" for the 911 workstations is not available under any existing competitively solicited contract,. including the current State of Florida contract 425-001-01-1 that was initially used to purchase the equipment. Additionally, on-line research performed revealed that Wright Line, LLC., does not have authorized service providers. With the above in mind, issuing a competitive solicitation for this procurement wouldn't be practical for the City. In accordance with Section 18-92(a)(3) of the City of Miami Procurement Ordinance, "sole -source awards may be made [...] Where the unique and specialized expertise of one source of services is unlikely to be obtained from any other source." Accordingly, pursuant to Section 18-92 (a)(1) and (3) of the Code of the City of Miami, I am recommending that the requirements for competitive sealed bidding be waived, and these findings be approved: Wright Line, LLC., a wholly owned subsidiary of Eaton Corporation, a Non -Local vendor, located at 160 Gold Star Blvd., Worcester, MA 01606 is the sole -source provider of Preventative Maintenance and Extended Warranty Service for 911 Workstations for the Department of Police. The terms and conditions of .the award have been negotiated so as to obtain the most favorable terms and conditions, including price, as may be offered to -other customers or clients by Wright Line, LLC. Preventative Maintenance and Extended Warranty Service for the 911 Workstations will be provided on a contractual basis for a period of five (5) years, with a total amount of compensation at a guaranteed maximum of $68,500:00. Funds for this procurement will be allocated from the Department of Police E9-1-1 Account No. 12000.190351.546000.0000.00000. 1 APPROVED BY: nneth :ei6 10��� // nnetRobertsq Da e Chief Procurement Officer/Purchasing Director • APPROVED BY: Joh Martinez,�.E., City anager 2 12- it- I D Date CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : Kenneth Robertson Director Purchasing Department DATE : SUBJECT: DEC 0 6 2011 Finding of Sole Source FILE : LEG 7-2 FROM : Man I Orosa REFERENCES : Preventative Maintenance and Interi Chief of P lice Extended Warranty Service for ENCLOSURES: 911 Workstations The police department is requesting a sole source finding for the continuation of five (5) additional years of preventative maintenance and extended warranty, inclusive of parts and labor, for the 9-1-1 workstations in the amount not to exceed $68,500, allocating funds from the E9-1-1 Account No. 12000.190351.546000.0000.00000. Based upon the attached, please take the necessary steps to verify that Wright Line LLC (a wholly owned subsidiary of Eaton Corporation) located at 160 Gold Star Blvd., Worcester, MA 01606, is the sole provider for the provision of preventative maintenance and extended warranty service that is required by the City of Miami. Pursuant to Resolution No. 04-0338, the Department of Police purchased and installed call taker/dispatch consoles, other furniture and equipment for the Police and Communications Center, including E-911 back-up site at the Fire College. These automated workstations or consoles are fully equipped with sensors that are motorized and worker -friendly conducive to the E-911 environment. As a result of the continuous wear and tear of the mechanical parts of the equipment and the prompt/immediate response by Wright Line/Eaton, we have been able to maintain an uninterrupted functioning 24-hour 7 days per week operation. Wright Line/Eaton has honored their commitment to support and protect the integrity and functionality of the equipment and our facility. This purchase was inclusive of a 5-year preventative maintenance and warranty service that expired on November 2010. It is imperative that the police department continue the above -mentioned maintenance, in order to provide the most vital support component of the police and fire departments to improve safety, efficiency, and productivity in serving the public. Attached please find the sole source justification for this purchase, as requested by the Purchasing Department. Upon completion of your findings, please forward a copy of the Resolution and the Agenda Summary Form for.our files. Your attention to this matter is greatly appreciated. FINDING OF SOLE SOURCE APPROVED: e eth Robert on, Director MO/RL/jms Attachment Please provide the following information in order to document the sole source request: 1. Explain why the product/service requested is the only product/service that can satisfy your requirements, and explain why alternatives are unacceptable. Be specific with regard to specifications, features, characteristics, requirements, capabilities, and compatibility. Describe what steps have been undertaken to make this determination. Manufacturer's technicians installed the original system and provided product and warranty service through original warranty period. Manufacturer's technicians will provide this proposed service, thus providing a team of knowledgeable personnel who are trained to the specifications and characteristics of our product and our environment. This will ensure a consistent level of product performance throughout the product life cycle. 2. Explain why this services provider, supplier or manufacturer is the only practicably available source from which to obtain this product or service, and describe the efforts that were made to verify and confirm whether, or not, this is so. (Obtain and include a letter from the manufacturer confirming claims made by distributors or exclusive distributorships regarding the product or service, if that is cited as a reason for this Sole Source.) Eaton / Wright Line, the proposed service provider, is also the manufacturer. Miami PD has benefited, and will continue to benefit from direct access to the manufacturer for service and product support. Eaton / Wright Line does not provide product or service through distributorships. Therefore, agreements with Eaton / Wright Line constitute the manufacturers commitment. Will this product obligate us to a particular vendor for future purchases (either in terms of maintenance that only this vendor will be able to perform and/or if we purchase this item, will we need more "like" items in the future to match this one)? This is a proposal for a 5 year maintenance plan, and a 5 year extended warranty plan. There is no obligation imposed upon either party for future projects or purchases outside this specific contract. 4. Explain why the price for this product or service is considered to be fair and reasonable. If at any given point under the current conditions of the equipment we encounter a breakage of a part, it can potentially cost approximately $ 5,000. to $ 6,000.00 per occurrence. We currently have a total of 15-call taker work stations, and 7 for the Fire Department, in addition to the work stations at the Back up site, the Fire College. With this maintenance agreement, we would be playing for 5- years, parts, labor and travel of the installer/repair person. In addition to a pre -scheduled, preventive quarterly maintenance inspection of all the work station to avoid breakage or interruption of the operation. At any given time when a workstation breaks, it can potentially disable that workstation until it can be repaired. 5. Describe the negotiation efforts, if any that have been made with the supplier to obtain the best possible price. As a result of the continuous wear and tear of the mechanical part of the equipment and the prompt/immediate response by Wright Tine/Eaton we have been able to maintain an un- interrupted, functioning 24-hour 7-day a week operation, as such we procured Eaton / Wright Line with the specific repair needs of our operation. Eaton/Wright-line has honored their commitment to support and protect the integrity and functionality of our product and our facility. Miami PD has received true value above and beyond the original product costs. 6. Explain the consequences(s) to the City, including the dollar estimate of the financial impact, if this Sole Source is not approved. If this maintenance agreement is not approved, the E9-1-1 Communications Center will end up paying higher prices, hourly rates and parts every time a repair has to be made. Under the proposed maintenance agreement, a quarterly product evaluation/assessment would be conducted as a preventive measure to ensure a reduction in breakage and/or interruption of operation.