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Home My WebLink AboutCORRESPONDENCE - PURCHASE ORDER - 9142453Fort Cofts Independent Cost Estimate Date of Estimate: 4/29/2014 Contract Type: Existing Contract or PO (Y/N): N Poudre Fire Authority - Northern Colorado Regional Communication Network (NCRCN) Description of Goods (A) or Services (B): Access Charges 1 have obtained the following estimate from; Published Price List / Past Pricing (date) Engineering or Techincal Estimate (performed by) Independent Third Party Estimate (performed by) Other (specify) /_\ 9/4/2013 Cost Estimate Details: (Estimate calculated in US Dollars) Cost of Standard Items Q o qtw�*6� Product MY Per Radio TOTAL NoteslData Source 2009 NCRCN Access Costs 80 $ 50.00 $ 4.000.00 2010 NCRCN Access Costs 81 $ 50.00 $ 4,050.00 2011 NCRCN Access Costs 81 $ 50.00. $ 4,050.00 2012 NCRCN Access Costs 83 $ 50.00 $ 4,150.00 2013 NCRCN Access Costs 81 $ 50.00 $ 4,050.00 2014 NCRCN Access Costs - Estimated 100 $ 50.00 'E - 5,000.00 No per -item increase expected Average Cost per Radio $ 50.00 B Estimates are based on past pricing. C Note: Actual costs may vary per year depending on number of radios accessing the NCRCN 2013 4/29/2014 Title: NCRCN c/o Poudre ; ire Authority Date: 5/1/2014 CONTRACT CHECKLIST FOR NON-COMPETITIVE PROPOSALS (SOLE SOURCE) Checklist Item Contract File Comments Location 7) Independent Cost Estimate The City made and documented an See I.C.E. dated 4/29/14. 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 No. offerors must provide. When using a "brand 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 N0. 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 five (5) years inclusive of options without prior No. written FTA approval. For all other types of contracts, the procurement file contains evidence that the contract term is based on sound business jud ment. 18) Award to Responsible Contractor The City made a determination that it was awarding to a responsible contractor considering such matters as contractor 1. Yes integrity, compliance with public policy, record 2. Yes of past performance, and financial and - 3. Yes technical resources. 1. Appropriate Financial, equipment, facility 4. Yes, no exclusions on and personnel. (YIN) SAM reports run on 2. Ability to meet delivery schedule. (YIN) 5/1 /2014 3. Satisfactory period of performance. (YIN) 5. Yes; invoice 2014-023 4. Satisfactory record of integrity, not on attached declined or suspended listings. (YIN) 5. Receipt of all necessary data from vendor. (YIN) 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; letter attached. available and included any specifications and 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 (1). See Sole Source for such item by likely customers.) (2) Public exigency for the requirement did Memo. 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; Sole Source memo attached. was established on the basis of a catalog or 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 1. Yes. The file contains records detailing the history 2. Yes; Purchase Order is of this procurement. At a minimum, these used. records include: (1) the rationale for the method of 3. Vendor selected is Sole procurement, Source. (2) Selection of contract type, 4. Invoice 2014-023 dated (3) reasons for contractor selection or 4/17/14 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 N/A 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 NO. 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. 47) Time and Materials Contracts This is a time and materials contract; the grantee determined that no other type of N/A 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 attached Sole 2) The procurement file contains: Price Source memo. reasonableness determination. 56) Clauses This contract contains the appropriate FTA Yes. required clauses. System for Award Management Yes, no exclusions on SAM (SAM) SAM run and include in the file. reports run on 5/1/14. FEDERALLY REQUIRED AND OTHER MODEL CLAUSES APPLICABILITY OF THIRD PARTY CONTRACT CLAUSES (excluding micro -purchases, except for construction contracts over $2,000) NCRCN Access Charges - =EMPENPREMENT t01,1511 s Clause +`� gProfeSelo nalOperations/ RoIIgStock Construction Materials & Serv/c�es/A&E Management,., ._ Supplies �yPu�rchas_e 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 >$25,000 >$25,000 >$25,000 >$25,000 >$25,000 Buy America >$100,000 >$100,000 >$100,000 Resolution of Disputes, >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Breaches, or Other Litigation Lobbying >$100,000 1 >$100,000 >$100,000 >$100,000 >$100,000 Clean Air >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Clean Water >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Caro Preference All All All - Fly America 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- >$2,000 (including Kickback Acts ferry vessels Contract Work Hours And Safety >$2,500 (except >$2,000 (including Standards Act transportation >$2,500 ferry vessels) services Bonding $100,000 Seismic Safety A & E for New Buildings & New Buildings & Additions Transit Employee Protective Transit Operations Agreements Charter Bus All School Bus All Drug Use - Testing and Alcohol Transit Operations Misuse - Testing Patent Rights and Rights in Data Research & and Copyright Requirements Development Energy Conservation X All All All All All Recycled Products 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 ITS Projects ITS Projects ITS Projects ITS Projects ITS Projects Architecture ADA Access A & E All All All All Bus Testing All Pre -Award And Post Delivery All Audits Invoice Invoice Number: 2014-023 Transfort Bus Systems 6570 Portner Road Fort Collins, CO 80525 Attn: Dave Leicester jDo NCRCN Go Poudre Fire Authority 102 Remington Fort Collins, CO 80524 Phone: (970) 416-2892 .- Fax: (970) 416-2809 CITY. DESCRIPTION UNIT PRICE TOTAL 100 Radios utilizing Northern Colorado Regional Communication Networks stem $50.00 $5,000.00 0.00 0.00 0.00 0.00 TOTAL DU F $5,000.0 Make checks payable to Poudire Fire AuthorityMCRCN THANK YOUI -V ice {4 (G = 2,,'ta`l6W34 _ StA"1 1CPO 9 g0201t-t � Phone:970-221-6570 102 Remington Street Fax: 970-416-2809 Fort Collins, CO 80524 Internet: www.poudre-fire.org April 17, 2014 Dear NCRCN Member, Poudre Fire Authority has taken on the responsibility of invoicing and collecting yearly charges for the Northern Colorado Radio Communications Network. Your invoice reflects a $50/radio charge based on the number of activated radios Wireless Advanced Communications provided to PFA as shown in their database. A copy of this database for your radios is attached. Any discrepancies should be addressed directly to Marty McKinney at Wireless Advanced Communications. Wireless Advanced will contact us with any validated changes. Marty's contact information is martv.mckinnev@wiradcom.com or970-518-2811. If there is a better contact person or mailing address to send the invoice to please let Connie Iverson know that information (civerson@poudre-fire.org). Thank you, Mike Gress Division Chief Poudre Fire Authority cc: Marty McKinney 1 2 3 4 5 6 7 8 9 1C 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 3C 31 32 33 34 35 36 37 38 39 4C 41 42 Fort Collins Transfort RADIO TYPE i SERIAL # 1 RADIO ALIAS JORGANIZATM MODE. # XTS3000 Mod 11 326AAQ1414 TFDAR-PORT1 Ft Collins Transfort - Dial -a -Ride H09UCF9PW7BN XTS3000 Mod 11 326AAQ1415 TFDAR-PORT2 Ft Collins Transfort - Dial -a -Ride H09UCF9PW7BN XTS3000 Mod II 326AAQ1416 TFDAR-PORT3 Ft Collins Transfort - Dial -a -Ride H09UCF9PW7BN XTS3000 Mod II 326AAQ1417 TFDAR-PORT4 Ft Collins Transfort - Dial -a -Ride H09UCF9PW7BN XTS3000 Mod II 326AAQ1418 TFDAR-PORT5 Ft Collins Transfort - Dial -a -Ride H09UCF9PW7BN XTS3000 Mod II 326AAQ1419 TFDAR-PORT6 Ft Collins Transfort - Dial -a -Ride H09UCF9PW7BN XTS3000 Mod II 326AAQ1420 TFDAR-PORT7 Ft Collins Transfort - Dial -a -Ride H09UCF9PW7BN XTS3000 Mod II 326AAQ1421 TFDAR-PORT8 Ft Collins Transfort - Dial -a -Ride H09UCF9PW7BN XTS3000 Mod II 326AAQ2210 TFDAR-PORT9 Ft Collins Transfort - Dial -a -Ride H09UCF9PW7BN XTS3000 Mod II 326ABC2617 TFDARNewPort Ft Collins Transfort - Dial -a -Ride H09UCF9PW7BN Spectra Mobile 494AAQ0256 TF-0038 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0257 TF-2609 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0258 TF-0037 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0259 TF-2672 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0260 TF-2682 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0261 TF-2630 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0262 TF-0043 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0263 TF-2619 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0264 TF-0026 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0265 DAR-2642 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0266 DAR-2643 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0267 DAR-2644 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0268 DAR-2646 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0269 DAR-2647 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0270 TF-2618 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0271 DAR-2648 Ft Collins Transfort - Dial -a -Ride D04UJF9PWSAN Spectra Mobile 494AAQ0272 DAR-2661 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0273 DAR-2662 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0274 DAR-2663 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AA00275 DAR-2673 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0276 DAR-2674- Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0277 DAR-2675 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0278 TF-2638 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0279 DAR-2676 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0280 DAR-2677 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0281 DAR-2681 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0282 TF-0017 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0283 TF-0027 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra. Mobile 494AAQ0284 TF-0045 Ft Collins Transfort - Dial -a -Ride D04UJF9PWSAN Spectra Mobile 494AAQ0285 TF-1602 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AA00286 TF-2620 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN Spectra Mobile 494AAQ0287 TF-0035 Ft Collins Transfort - Dial -a -Ride D04UJF9PW5AN 90 91 92 93 94 95 96 97 98 99 100 Spectra Mobile 494ABU2227 TF SPARE 6M TransFort Ft Collins D04UJF9PW5AN Spectra Mobile 494ABU2253 TF SPARE 7M TransFort Ft Collins D04UJF9PW5AN Spectra Mobile 494ABU2268 TF SPARE 8M TransFort Ft Collins D04UJF9PW5AN APX4000 426CPV0000 TF-301 TransFort Ft Collins H51 UCF9PW6AN APX4000 426CPV1064 TF-302 TransFort Ft Collins H51UCF9PW6AN APX4500 471CPZ6816 TF-0079 TransFort Ft Collins M22URS9PW1AN APX4500 I 471CPZ6817 TF-0080 I TransFort Ft Collins M22URS9PW1AN APX4500 471CPZ6818 TF-0081 TransFort Ft Collins M22URS9PWIAN APX4500 471CPZ6819 TF-0082 I TransFort Ft Collins M22URS9PWIAN APX4500 471CPZ6820 I TF-0083 TransFort Ft Collins M22URS9PWIAN APX4500 471CPZ6821 TF-0084 TransFort Ft Collins M22URS9PWIAN Jill Wilson From: Gerry S. Paul Sent: Thursday, May 01, 2014 1:00 PM To: Jill Wilson Subject: RE: SS Memo Attachments: 201405011142.pdf Jill - The attached sole source purchase is approved in accordance with Municipal Code Chapter 8 161(d)(1)(c) "A particular material or service is required to maintain interchangeability or compatibility as a part of an existing integrated system". Regards, 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: Thursday, May 01, 2014 11:42 AM To: Gerry S. Paul Subject: SS Memo Hi Gerry, Please review the attached Sole Source Memo from Transfort and advise. Thanks, Jill -----Original Message ----- From: purchasing Sent: Thursday, May 01, 2014 11:43 AM To: Jill Wilson Subject: Message from "RNP00267348DF37" This E-mail was sent from "RNP00267348DF37" (Aficio MP C4502A). Scan Date: 05.01.2014 11:42:31 (-0600) Queries to: Purchasing@fcgov.com City of Fort Collins Memorandum DATE: 4/29/2014 TO: Jill Wilson FROM: Karl Gannon Transfort I Dial -A -Ride 6570 Portner Road Fort Collins, CO 80522 970.221.6620 970.221.6285 - fax togov.com SUBJECT: Northern Colorado Regional Communications Network (NCRCN) - 2014 Access Charges The NCRCN is a conglomerate of public agencies that utilize Statewide Digital Trunked Radio System Network (DTRS). Transfort, as a member agency, is responsible for its share of the maintenance of this network (radio towers etc) and pays a per -unit access charge to the local collection agency - currently, the Poudre Fire Authority. The cost per unit has not increased in over six years and we find that the $50 per -unit charge is reasonable and the collection agency - PFA - to be.a responsible and reliable organization. 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 (970)416-2087 System for Award Management Page 1 of I Poutlre Fire Authority 102 Remington St DUNS: 193333325 CAGE Cork: 66RE4 Fort Collins. CO, 80524-2834, Status: Active UNITED STATES Entity Overview Name: Poutlre Fire Authaity Ming Business A5: Poudm Fire Department Business Type: US Local G emment POC Name: Mrsten Howard Registration Status: A:by Activation Date 04/24/2014 Expiration Date: N/24/2015 Exdusions Active Exdusien Remrds2 No SAM I Sy. for A—M M.mog—m 1.0 Note to all Users: This IS a Federal Government computer system. Use of this system constitutes consent to m itadug at all Unies. IBM v1.1693.2014 FI25-1653 WWW4 tom: https://www.sam.gov/portal/public/SAM/?portal:componentld=66fdb6O2-77f6-4baO-914a-0... 5/1 /2014 System for Award Management Page 1 of 1 Search Results Current Search Terms: NCRCN* Notice: This printed document represents only the first page of your SAM search results. More results may to available. To pant your complete search results you an download the PDF and print It to records found fo,.,nent search. sul l system for Award neneyment l.p Note W all users: This Is a Federal Government commuter ratan. Use of this system constitutes consent to monitoring at all Wes. Glossary Search Results Entity Exclusion S'N3 Filters By Record Status By Functional Area - Entity Management By Functional Area - Performance Information IBM v1. 1693.20190925-1653 ® �iMs9p—vL, https://www.sam.gov/portal/public/SAM/?portal:componentld=66fdb6O2-77f6-4baO-914a-0... 5/ 1 /2014