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Home My WebLink AboutResolution - 2008-R0286 - Purchase Order To Upgrade Citibus Mobile Data Computers- Mentor Engineering - 08_12_2008Resolution No. 2008-RO286 August 12, 2008 Item No. 5.38 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock or his designee BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock, a Purchase Order by and between the City of Lubbock and Mentor Engineering, and related documents, for the purchase of an upgrade to Citibus' Mobile Data Computers. Said Purchase Order is attached hereto and incorporated in this resolution as if fully set forth herein, and shall be included in the minutes of the City Council. Passed by the City Council this 12th day of , August 2008. ATTEST: Rebec .a Garza, City Secretary AS TO CONTENT: ////, �:t6' of ion and Public Works APPROVED AS Tfd FORM: Assistant gs/Res-Mentor Engineering 7/31 /08 e�;� ' lzr4r, TOM MARTIN, MAYOR Resolution No. 2008 RO286 CRKEQ� Purchase Order Page 11 Date 8/ 12/ 2008 Order No. IT081208-1 TO: Ship To: Mentor Engineering Citibus 10, 2175 - 29th Street N.E., 801 Texas Avenue Calgary, AB Lubbock TX 79401 T1Y 7H8 Invoice To: Citibus P.O. Box 2000 Lubbock, TX 79457 By: ................................... _................................ ............ ........................................................................ .............................................................. ............ ..................... _....... ..................... ................... .. Ordered Reference Reciuested....................... _...................,................................Placed.B .......................... Matt Jacobs, Chief Information Officer................................................._... GL # DESCRIPTION UNITS QTY COST _ _ TOTAL _ _ _ _ _ _ _ _ _ MDC Backshell with Sprint Modem- EA 30 $650.00 — - - $19,500 includes cabling Dual Mode Antenna Kit - GPS & Data 30 $114.00 $3,420 Mentor Implementation Services 8 $1,080.00 $8,640 TAXABLE: N TOTALS $31,560 This purchase order encumbers funds in the amount of $31,560 to Mentor Engineering of Calgary, Alberta, Canada on August 12, 2008. The following are incorporated into and made part of this purchase order by reference quote submitted by Joy Uniat with Mentor Engineering. City of Lubbock C /il Tom Martin, Mayor Attest: Rebecca Garza, City Secretary t A roved�asto�M: ffWLVVrer_w_M Assistant City Attorney as to Content* � .t stant City Manager of Transportation Public Works ETON' !0 2175 - 29tM 5treet N E va(qary A13 T1Y 7,48 I e'.epw-rwa 1-0 _k- 77 -C 7 - 3 76C; F ax 4 7! 7 �asT # !Z775277,13R7, Quotation CWbus ShOOV and TaxesNol InOuded PO Box 2000 VarW For: 90 09" in its entirety 801 Toms Avenue, Quota OA to 3451 Lubbock TX Cate 5#27m008 79400 Pop I of I Customer reference Payment - Net 30 Sales rep Jay Unia! Line number Item number DesaMM OUVI* Price each ARUX97t 1 7-SVC-SUPTIMPL-00 MOC Backshelf with Sprk" Modem 3000 650.00 19,SW 00 - Includes cabling 2 6-KtT-SBXANTDU-00 Dual Mode Antenns K" - GPS & Data 30-00 114,00 3.4X00 3 7-SVC-SUPTIMPL-00 memor Implementation $Omtes - 8-00 1 .M-00 8,t34 00 Remote ISOn" SvOW to convert existing MWs from EOACS to S" Total 31 %10 00 USD CITY OF LUBBOCK Sole Source Justification Vendor: Mentor Engineering Product/Service: Mobile Data Computer Upgrade Estimated annual expenditure for the above commodity or service: $ 31,560 Initial all entries below that apply to the proposed purchase. Attach Request for Exemption from Local Govt Code 252 (form PUR-010) containing complete justification and support documentation as directed in initialed entry. (More than one entry will apply to most sole source pr'Ioduccttls/services requested). yi-_� � iw SOLE SOURCE REQUEST IS FOR THE ORIGINAL MANUFACTURER OR PROVIDER, THERE ARE NO REGIONAL DISTRIBUTORS. (Attach the manufacturer's written certification that no regional distributors exist. Item no. 4 also must be completed.) 2. SOLE SOURCE REQUEST IS FOR THE ONLY GREATER WEST TEXAS AREA DISTRIBUTOR OF THE ORIGINAL MANUFACTURER OR PROVIDER. (Attach the manufacturer's — not the distributor's — �r:,ritten certification that identifies all regional distributors. Item no. 4 also must be completed.) THE PARTS/EQUIPMENT ARE NOT INTERCHANGEABLE WITH SIMILAR PARTS OF ANOTHER ACTURER. (Explain in separate memorandum.) THIS IS THE ONLY KNOWN ITEM OR SERVICE THAT WILL MEET THE SPECIALIZED NEEDS OF THIS DEPARTMENT OR PERFORM THE INTENDED FUNCTION. (Attach memorandum with details of specialized function or application.) 5. THE PARTS/EQUIPMENT ARE REQUIRED FROM THIS SOURCE TO PERMIT STANDARDIZATION. (Attach memorandum describing basis for standardization request.) 6. NONE OF THE ABOVE APPLY. A DETAILED EXPLANATION AND JUSTIFICATION FOR THIS SOLE SOURCE REQUEST IS CONTAINED IN ATTACHED MEMORANDUM. The undersigned requests that Texas Local Government Code §252.021 Competitive Bidding and Competitive Proposal Requirements be waived and that the vendor identified as the supplier of the service or material described in this sole source justification be authorized as a sole source for the service or material. DEPARTMENT HEAD SIGNATURE — John L. Wilson ANA I G DIRECTOR SIGNATURE —)ames Loomis Citibus r sit DEPARTMENT DIVISION DATE PUR-070 (Rev 6/02) REQUEST FOR EXEMPTION FROM LOCAL GOVT CODE 252 (For Expenditures Over $3, 000) Name of Director Submitting Request: Division: WWWW Department: 1. Provide a detailed description of item(s) or service(s) exempt from the Texas Local Government Code per §252.022 and an explanation why the items(s) or service(s) are necessary. Explain what the items are, how the items will be used, who will use the items. when and where the items will be used. 2. Statutory exemption for (Circle one or more if applicable): (1) a procurement made because of a public calamity that requires the immediate appropriation of money to relieve the necessity of the municipality's residents or to preserve the property of the municipality; (In case of emergency, a contract may be awarded without competitive sealed bidding or competitive negotiation; however, such procurement shall be made with such competition as is practicable under the circumstances. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file. Attach Emergency Purchase Explanation Form PUR-075 to this request.) (2) a procurement necessary to preserve or protect the public health or safety of the municipality's residents; (Attach Emergency Purchase Explanation Form PUR-075 to this request.) (3) a procurement necessary because of unforeseen damage to public machinery, equipment, or other property; (4) a procurement for personal or professional services; (5) a procurement for work that is performed and paid for by the day as workprogresses, (6) a purchase of land or a right-of-way; (7) a procurement of items that are available from only one source, including; (Attach Sole Source Justification Form PUR-070. Upon a determination in writing that there is only one source practicably available for that which is to be procured, a contract may be negotiated and awarded to that source without competitive sealed bidding or competitive negotiation. Please allow Lip to 45 days to process Sole Source Justification.) (4) Items that are available from only one source because ofpatents, copyrights, secret processes, or natural monopolies; (B) Films, manuscripts, or books, (C) Electricity, gas, water, and other utility services; aCaptive replacement parts or components for equipment; (E) Books, papers, and other library materials for a public library that are available only from the persons holding exclusive distribution rights to the materials, (F) Management services provided by a nonprofit organization to a municipal museum, parr zoo, or otherfacility to which the organization has provided significantfinancial or other benefits; (8) a purchase of rare books, papers, and other library materials for a public library; (9) paving drainage, street widening, and other public improvements, or related matters, if at least one-third of the cost is to be paid by or through special assessments levied on property that will benefit from the improvements; (10) a public improvement project, authorized by the voters of the municipality, for which there is a deficiency of funds for completing the project in accordance with the plans and purposes authorized by the voters; (11) apayment under a contract by which a developerparticipates in the construction ofa public improvement as provided by Subchapter C, Chapter 212; (12) personal property sold: (A) at an auction by a state licensed auctioneer, (B) at a going out of business sale held in compliance with Subchapter F, Chapter 17, Business & Commerce Code, (C) by a political subdivision of this state, a state agency of this state, or an entity of the federal government; or (D) under an interlocal contract for cooperative purchasing administered by a regional planning commission established under Chapter 391; (13) services performed by blind or severely disabled persons; (14) goods purchased by a municipalityfor subsequent retail sale by the municipality; or (15) electricity. l . Factual justification for request (Give a brief summary why this request falls within one or more of the exceptions circled in paragraph 2 above.): REQUISTION : REQISITION AMOUNT: Approval must be obtained from the Fleet Services Manager when the purchase includes rolling stock (e.g., autos, trucks, off -road equipment, farm equipment, trailers, utility/service bodies, etc.). Signature of Fleet Services Manager Date Approval must be obtained from the Manager of Information Technology when the purchase includes any computer systems, computer hardw,Are, computer spftware, or computer peripherals. Signature of Manager of Information Technology Date V� Z S "d% =ED AND SUBMITTED BY: O� S(gn#re of Director Date EXEMPTION APPROVED AND AUTHORIZED BY: ktat&I Signature of Purchasing Manager Date fiMENTOR S Y S T E M S T H A T W b R K 10, 2175 - 29th Street NE Calgary AB Canada T1Y 7N8 r Ph 403 77' 3760 Fax 403 777 3759 w vw nientoreng.com 29 July 2008 Via Email: mjacobs@citibus.com Matt Jacobs CITIBUS P.O. Box 2000 801 Texas Avenue Lubbock, TX 79408 Dear Mr. Jacobs, Mentor manufactures our products for direct sale and has no authorized dealers or distributors for our hardware and software. Should you have you have any questions or concerns please contact Joy Uniat at 403.705.3881 or juniat@mentoreng.com. Regards, Joy Un}a - Region Sales Manager f