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HomeMy WebLinkAboutCORRESPONDENCE - PURCHASE ORDER - 9141786-For't�tlis Date of Estimate: 312SM14 Contras Type: Existing C x4ract or PO (Y/N): Y Description of Goods (A) or Services (B): Annual (2014) Winbemrce on hbb0e Video Security System m obtained the following estimate from; Published Price List / Pest Pricing (dme) 4/25I2013 - Irwoice N IN91543 - Transit Smutiore ering or Techircal Estimate (Performed by) mdert Third Party Estimate (performed by) Ottwr (specir,) Independent Cost Estimate Cost Estimate Detals: (Esflmafe catcu/afedh US Dalian;) Cost of Standard Items Product CPI TOTAL Notes/Date Source 2010 HaNwdre 8 Software Support $ 14 567.00 Verat Z11 Harewana 8 SolMare Support s 14.858.00 Veras 2012 Harewane 8 SOOware Support s 15 158.00 Versa 2013 Mardvare 8 So0v2re S 13 600.00 TSI 2014 Merdware 8 SoMszre s 13.600.00 $ 272 s 13.872.00 Total s 13.872.00 B Estimates are based an past x ice g " a 2% increase far the 2014 CPI aaraase. SATramfomAdmmtFinfncial Coordinator - KfaRPurchasmit - GenemNCE - 2014 MUSS Maimenarce.AuMVSS Maimenswe 3/25/2014 47) Time and Materials Contracts This is a time and materials contract; the grantee determined that no other type of No. contract is suitable; and the contract specifies a ceiling rice. 48) Cost Plus Percentage of Cost This is not a cost plus a percentage of cost No. type contract. 49) Liquidated Damages Provisions This contract contains liquidated damages provisions and the assessment for damages No. is specified in the contract at a specific rate per day for each day of overrun in contract time. 50) Piggybacking 1. No. 1) The file contains: Assignability provisions. 2. Yes; see Sole Source 2) The procurement file contains: Price reasonableness determination. I memo. 56) Clauses This contract contains the appropriate FTA Yes. required clauses. System for Award Management Yes, no exclusions on SAM report (SAM) SAM run and include in the file. run 3/26/2014. EXHIBIT G FEDERALLY REQUIRED AND OTHER MODEL CLAUSES APPLICABILITY OF THIRD PARTY CONTRACT CLAUSES (excluding micro -purchases, except for construction contracts over $2,000) TSI; 3/26/2014 r� t'H. 4 _. t,I'I P ,.,. tTYPEOF PROGUREMEN " Professional F Operations/ Rolling Stocker Materials & " - :Clause :� �o:rli¢�Gdl .... _- --,,� ?�._'_ ServiceslA& E, -- -- .�,.z ,n '"Management , + .,,.... Purchaser-„ Constructron , , ,� , ,,, ;.,p,Supplies-_.,Y No Federal Government X Obligation To Third Parties All All All All All (by Use of a Disclaimer False Statements or Claims X All All All All All Civil and Criminal Fraud Access To Third Party X All All All All All Contract Records Changes to Federal X All All All All All Requirements Termination X All All All All All Civil Rights Title VI, EEO, ADA X >$10,000 >$10,000 >$10,000 >$10,000 >$10,000 Disadvantaged Business X All All All All All Enterprises (DBEs) Incorporation of (FTA) Terms X All All All All All Suspension and Debarment N/A >$25,000 >$25,000 >$25,000 >$25,000 >$25,000 Buy America N/A >$100,000 >$100,000 >$100,000 Resolution of Disputes, N/A >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Breaches, or Other Litigation Lobbying N/A >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Clean Air N/A >$100,000 >$100,000 >$100,000 >$100,000 >$I00,000 Clean Water N/A >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Caro Preference N/A All All All Fly America N/A Involves foreign Involves foreign air Involves foreign Involves foreign Involves foreign air transport or travel transport or travel air transport or air transport or transport or travel b air travel travel Davis -Bacon And Copeland Anti- N/A >$2,000 (including Kickback Acts ferry vessels Contract Work Hours And Safety N/A >$2,500 (except >$2,000 (including Standards Act transportation >$2,500 ferryvescludi services Bonding N/A $100,000 Seismic Safety N/A A & E for New Buildings & New Buildings & Additions Transit Employee Protective N/A Transit Operations Agreements Charter Bus N/A All School Bus N/A All Drug Use - Testing and Alcohol N/A Transit Operations Misuse - Testing Patent Rights and Rights in Data N/A Research & and Copyright Requirements Development Energy Conservation X All All All All All Recycled Products N/A Contracts for items Contracts for items Contracts for items designated by designated by designated by EPA, when EPA, when EPA,when procuring $10,000 procuring $10,000 procuring $10,000 or more per year or more per year or more per year Conformance With ITS National X ITS Projects ITS Projects ITS Projects ITS Projects ITS Projects Architecture ADA Access N/A A & E All All All All Bus Testing N/A All Pre -Award And Post Delivery N/A All Audits mow.RV4atzr C�.: 41o4y S 1-t_ U'l I-& � � �t3,600 •ca ,1 -p�C: 2�ioSooa3S 5333fo Q?�o2olt-k �`i T51F10t'k ruVSs VUasWCtY�lpsruCLC rr TRANSIT SOLOT11 QUOTE TranslT Solutions 114 West Grandview Ave., Suite 1 Zellenople, PA 16063 DATE: March 24, 2014 Email: John.whiteCaZmvtransitsclutions.com Phone: 410-336.0154 QUOTE EXPIRATION DATE: June 22, 2014 TO: Attention Name: Richard Duckworth Company Name: City of Fort Collins Street Address: City, State, Zip: Phone: 970.416.2509 Email: rduckworth(alfcoov.com SALESPERSON;: ._. .._. ... 1-_,. _.__. __ _ DESCRIPTION OF. JOB' .__v.:. SHIPP,ING,..-SHIPPINGj-;, - 1METHOD' ,.. e_ TERMS4.=. IL_ .' PAYMENT.TERMS Jd wtde 1 Year Trent Fort Maintenarxv Owle For Verht mdAe vWw heNwarehoft are. Crouw FOB Origin NET 30 Flom Start Of Warrarty Period -­ PART.NUMBER' - "" _,::DESCRIPTION .. ::'rUNIT PRICEC r QTY.;<`:; EXTENDED PRICE WAR-EXT-I-YR Extended Warranty I Maintenance For One Year On All Verint Mobile Video Hardware I Software On 40 Buses, As Well As All Fixed End Review Station Hardware And Verint Vid-Center I Op -Center Software. Approximate Equipment List is As Follows (including spares): $ 400.00 34 $ 13,600.00 Verint mDVR6s Mobile Digital Video Recorders (including spares) 41 Verint mDVR Removable Hard Drives (including spares) 45 Internal/External Cameras Mounted On Buses 210 Microphones (2 Per Bus) 66 G-Force Sensor 34 LED Status Box 34 Verint Review Station 2 Verint Vid-Center Software 1 Verint Op -Center Software 1 Totalfor base warranty 13 600.00 Optional On -Site Visit LBR-SUPPORT On site support option includes all travel and labor expenses associated with one trip for one engineer to Ft. Collins facility for two days of on site maintenance, traninin , and technical support. $ 3,000.00 Total With On Site Opti : $ 16 . 0 NOTES 1. Pricing is based on TranslT Solutions LLC Gold Level Warranty. Includes the following: - Agency responsible for all repavelre lace of components from bus ' - Agency responsible for shipping costs of defective part from agency to TSI offices. - TSI responsible for shiin costs of replacement part from TSI office to agency. - TSI responsible to repair I replace any defective part that is RMA'd by TransFort back to TSI. - Phone support coverage is 6:00 AM - 6:00 PM EST Monday -Friday except holidays. - On -site support not Included. 2. Warranty term is for 1 year from receipt of orderor agreed upon start date. 3. Quote does not Include any applicable sales tax. If not tax exempt. sales tax will be prepaid and added to invoice. City of �,F„�ort Collins Memorandum DATE: 3/25/2014 TO: Jill Wilson FROM: Karl Gannon Transfort / Dial -A -Ride 6570 Portner Road Fort Collins, CO 80522 970.221.6620 970.221.6285 - fax fcgov.com SUBJECT: Mobile Video Security System (MVSS) Maintenance Fees (2014) - Justification of Sole Source and Cost Transit Solutions Incorporated (TSI) currently maintains the MVSS for Transfort's fleet of heavy duty vehicles. TSI was originally selected in 2013 to replace former maintenance contractor, Verint. The contract was awarded to TSI based on cost — the TSI quote was 10% lower than the Verint quote. The TSI quote for 2014 is the same amount as the 2013 quote - $13,600—and I find this amount to be reasonable. In addition, TSI's service in 2013 has proven to be reliable and timely and Transfort is satisfied with the level of quality. TSI is the sole after -market supplier of Verint camera equipment in the United States. In addition, Verint has recently transferred maintenance responsibilities of its equipment over to TSI. As Transfort exclusively utilizes Verint equipment on all of its revenue vehicles and because Transfort recently entered into a service agreement with TSI on 4 vehicle replacement kits, I have no hesitation in proposing that TSI be awarded sole source status as the service provider on all of Transfort's MVSS equipment for 2014. Please let me know if you have any questions that I can answer. Thanks, Karl Karl Gannon City of Fort Collins Transfort / Dial A Ride Jill Wilson From: Gerry S. Paul Sent: Thursday, March 27, 2014 5:11 PM To: Jill Wilson Subject: RE: Req #47044 Jill The attached sole source purchase is approved in accordance with Municipal Code Chapter 8 161(d)(1)(b) "Although there exists more than one (1) responsible source, a competitive process cannot reasonably be used or, if used, will result in a substantially cost to the city, will otherwise injure the city's financial interests or will substantially impede the city's administrative functions or the delivery of service to the public". Gerry Paul Director of Purchasing and Risk Management 215 N. Mason City of Fort Collins 970-221-6779-0 970-567-9840-C gspaul@fcgov.com -----Original Message ----- From: Jill Wilson Sent: Wednesday, March 26, 2014 12:04 PM To: Gerry S. Paul Subject: FW: Req #47044 Hi Gerry, Please review and approve or reject attached documents from Tranfort regarding a sole source Req. Thanks, Jill -----Original Message ----- From: Melissa Brooks Sent: Wednesday, March 26, 2014 11:49 AM To: Jill Wilson Subject: Req #47044 Here you go, Jill. -= --- Original Message ----- From: Scanner Email [mailto:Scanner Email] Sent: Wednesday, March 26, 2014 12:56 PM To: Melissa Brooks Subject: Scanned image from MX-4101N Reply to: Scanner Email <Scanner Email> Device Name: Not Set Device Model: MX-4101N Location: Not Set File Format: PDF (Medium) Resolution: 200dpi x 200dpi Attached file is scanned image in PDF format. Use Acrobat(R)Reader(R) or Adobe(R)Reader(R) of Adobe Systems Incorporated to view the document. Adobe(R)Reader(R) can be downloaded from the following URL: Adobe, the Adobe logo, Acrobat, the Adobe PDF logo, and Reader are registered trademarks or trademarks of Adobe Systems Incorporated in the United States and other countries. http://www.adobe.com/ System for Award Management Page 1 of 1 Foreign registrants (not Including Canadian) trying to register or update their entity information In SAM will experlence technical difficulties today. Ples se UeA this page for updated status before attempting to register or update your entity Information in SAM. Transit Solutions, LIc 114 west GranMie u Avenue, Suite 1 DUNS: WZ566335 CAGE Code: Si Zellenople, PA, 16063-1135, Stations: Active UNITED STATES Entity Overview Entity information Name: Transit SGuGMs, LIc Business Type: Eosin or Organiratlan Iii Name: Sohn White Registration Status: Active Activation Datc 012012013 Expiration Date: 0811512014 Active Esdusion Records? No SAM 16yat+T for AwiM Managamert 1.0 Note co all Users: This is a Federal Cuvemment compute systen. Use of this system oanstitutes consent to monhomg at all times. IBM vl. 1610.20M321-1st 2 WWW9 ® ®� vSA91 https://www.sam.gov/portal/publis/SAM/?portal:componentld=66fdb602-77f6-4ba0-914a-... 3/26/2014 Title: TSI Date: 3/2612014 CONTRACT CHECKLIST FOR NON-COMPETITIVE PROPOSALS (SOLE SOURCE) Checklist Item Contract File Comments Location 7) Independent Cost Estimate The City made and documented an I.C.E. dated 3/25/2014 attached. independent cost estimate before receipt of proposals. 10) Unnecessary Experience and Excessive Bonding Unnecessary experience and excessive No. bonding requirements were not included in this solicitation or contract documents. 11) Organizational Conflict of Interest (OCI) If there is an apparent or potential OCI the solicitation contains provisions to eliminate or mitigate the conflict (e.g. by inserting a clause No. _ that prohibits the contractor from competing for the follow-on contract to the current design or research contact) and OCI Certification is submitted by the contractor. 12) Arbitrary Action There was no arbitrary action in the procurement process. (An example of arbitrary action is when award is made to No. other than the contractor who most satisfied all the City requirements as specified in the solicitation and as evaluated by staff. 13) Brand Name Restrictions Brand Name or Equal. When it is impractical or uneconomical to provide a clear and accurate description of the technical requirements of the property to be acquired, a "brand name or equal" description may be used to define the performance or other salient characteristics of a specific type of property. The City must identify the salient characteristics of the named brand that Yes; see explanation on Sole offerors must provide. When using a "brand Source memo. name" specification, the City does not need to reverse -engineer a complicated part to identify precise measurements or specifications in order to describe its salient characteristics. FT A's "Best Practices Procurement Manual," (BPPM) contains additional information on preparation of specifications including examples with specific language. 14) Geographic Preferences The solicitation contains no in -State or local No. geographic preference except where Federal statutes mandate or encourage them. 15) Contract Term Limitation The contract period of performance for rolling stock and replacement parts does not exceed Contract is for services other than five (5) years inclusive of options without prior rolling stock. Yes; the file written FTA approval. For all other types of contains a Sole Source memo. contracts, the procurement file contains evidence that the contract term is based on sound business 'ud ment. 18) Award to Responsible Contractor The City made a determination that it was awarding to a responsible contractor 1. Yes. considering such matters as contractor 2. Yes; see Sole Source integrity, compliance with public policy, record memo. of past performance, and financial and 3. Yes; see Sole Source technical resources. 1. Appropriate Financial, equipment, facility memo regarding reliability and personnel. (Y/N) and satisfaction of vendor. 2. Ability to meet delivery schedule. (Y/N) 4. Yes, no exclusions on 3. Satisfactory period of performance. (Y/N) SAM report run 3/26/2014. 4. Satisfactory record of integrity, not on 5. Yes; quotes and I.C.E. declined or suspended listings. (Y/N) Included. 5. Receipt of all necessary data from vendor. (Y/N) 19) Sound and Complete Agreement This contract is a sound and complete Yes; Purchase Order is the agreement. In addition, it includes remedies contract mechanism. for breach of contract and provisions covering termination for cause and convenience. 24) Clear, Accurate, and Complete Specification A complete, adequate, and realistic specification or purchased description was Yes; attached quote includes available and included any specifications and complete specs. pertinent attachments which define the items or services sought in order for the bidder to property respond. 38) Sole Source if other Award is Infeasible The contract file contains documentation that award of a contract was infeasible under small purchase procedures, sealed bids, or competitive proposals and at least one of the following circumstances applies: (1) The item was available only from a single source. (Verify prices are no higher than price for such item by likely customers.) (1) See Sole Source memo. (2) Public exigency for the requirement did not permit a delay resulting from a competitive solicitation. (3) An emergency for the requirement did not permit a delay resulting from a competitive solicitation. (4) The FT A authorized noncompetitive negotiations. (5) Competition was determined inadequate after solicitation of a number of sources. 39) Cost Analysis Required Cost analysis and profit negations were performed (initial award and modifications) And documented for price reasonableness Yes; quote and I.C.E. are was established on the basis of a catalog or included. market price of a commercial product sold in substantial quantities to the general public or on the basis of prices set by law or regulation. 40) Evaluation of Options The option quantities or periods contained in the contractor's bid or offer were evaluated in order to determine contract award. (To be N/A eligible for Federal funding, options must be evaluated as part of the price evaluation of offers, or must be treated as sole source awards. 42) Written Record of Procurement History The file contains records detailing the history 1. Yes; Sole Source Memo. of this procurement. At a minimum, these 2. Yes; Purchase Order is records include: used. (1)'the rationale for the method of 3. Vendor selected is Sole procurement, Source. (2) Selection of contract type, (3) reasons for contractor selection or 4. Vendor quotes and I.C.E. rejection, and 4 the basis for the contract price. 43) Exercise of Options The grantee exercised an option on this contract adhering to the terms and conditions of the option stated in the contract and determined that the option price was better N/A than prices available in the market or that the option was a more advantageous offer at the time the option was exercised. If an option was not exercised under this contract, check NA. 44) Out of Scope Changes The grantee amended this contract outside the scope of the original contract. The amendment was treated as a sole source N/A procurement (complying with the FTA requirements for a justification, cost analysis and profit negotiation). 45) Advance Payment Provisions The contractor did not receive an advance payment utilizing FTA funds and the contract NO does not contain advance payment provisions or, if it did, prior written concurrence was obtained from FTA. 46) Progress Payment Provisions The contract contains progress payments based on costs incurred (as opposed to percent of completion) and the contract contains a provision giving the grantee title to N0. property (materials, work in progress, and finished goods) for which progress payments are made. The contract may contain other security in lieu of obtaining title.