The URL can be used to link to this page

Home My WebLink AboutResolution - 2004-R0434 - Purchase Order For Citibus Upgrade - GFI Genefare, Inc. - 09_16_2004Resolution No. 2004-RO434 September 16, 2004 Item No. 32 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock a sole source purchase order in the amount of $139,700.00 with GFI Genefare, Incorporated for an upgrade to Citibus' farebox revenue collection system and all related documents. 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 Council. Passed by the City Council this 16th day of September , 2004. MAW, McDO AL; MAYOR ATTEST: - V\ 5t^�� Reb cca Garza CitySecretary APPROV AS T ONTENT: Cr Ig F r, Managing Director of Plann ng and Transportation IAPPROVED AS TO FORM: Linda L. Chamales, Senior Attorn Office Practice Section LLC: cityatt/Linda/Res/Citbus GFI.RES ccdocs/ citibus GFi Resolution No. 2004-RO434 September 16, 2004 page 1 of 2 Item No. 32 REQUEST FOR EXEMPTION FROM LOCAL GOVT CODE 252 (For Expenditures Over $3, 000) Name of Managing Director Submitting Request: Craig Farmer Division: Citibus Department: Transit 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. This is for an upgrade to Ctibus' GFI Genefare farebox revenue collection system. This system is used on a daiiv basis to track revenues collected in the fareboxes on the fixed route system. 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 work progresses, (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 up to 45 days to process Sole Source Justification.) A) Items that are available from only one source because of patents, copyrights, secret processes, or natural monopolies; (B) Films, manuscripts, or books, (C) Electricity, gas, water, and other utility services; (D)Captive 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, park, zoo, or other facility to which the organization has provided significant financial 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, PUR-010 (Rev 6l02) Page 2 of 2 (11) a payment under a contract by which a developer participates in the construction of a 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 municipality for subsequent retail sale by the municipality; or (15) electricity. 3. Factual justification for request (Give a brief summary why this request falls within one or more of the exceptions circled in paragraph 2 above.): Citibus' farebox revenue collection system crashed in May 2004. GFI Genfare, Incorporated is the only company that can supply the upgrade to work with Citibus' current farebox revenue collection system. The part/equipment are not interchangeable with parts of another manufacturer. REQUISITION REQUISITION AMOUNT: 113 1, �oo 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, c ter s are, or computer peripherals. Signature of Manager of Inf ation Technology Date RECOM ND Ali MITTED BY: Signature of an ing Director Date APPROVED AND AUTHORIZED BY: Sin 'tact Manager/Attorney of- Date /3)10� Date PUR-010 (Rev 6/02) CITY OF LUBBOCK Sole Source Justification Vendor: GFI Genefare, Incorporated Product/Service: Upgrade of current farebox collection system Estimated annual expenditure for the above commodity or service: $ 139,700 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 products/services requested). 1. ✓ 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 — written certification that identifies all regional distributors. Item no. 4 also must be completed.) 3. THE PARTS/EQUIPMENT ARE NOT INTERCHANGEABLE WITH SIMILAR PARTS OF ANOTHER MANUFACTURER. (Explain in separate memorandum.) 4. 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 7 ce for the s vice or material. DEPARTMENT HEAD SIGNATURE —John L. Wilson MANAGING IRE OR SIGNATURE —Craig Farmer Citibus Transit ? �? &C', � DEPARTMENT DIVISION DATE APPROVED BY PURCHASING: DISAPPROVED BY: REASON FOR DISAPPROVAL: (PURCHASING DEPARTMENT USE ONLY) allow up to 45 days to process Sole Source DATE: DATE: PUR-070 (Rev 6/02) CITY OF LUBBOCK Sole Source Justification Vendor: GFI Genefare, Incorporated — Prod uct/Servi ce: Upgrade of current farebox collection system Estimated annual expenditure for the above commodity or service: $ 139,700 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 prod �ucctts/services requested). 1. V 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 1S FOR THE ONLY GREATER WEST TEXAS AREA DISTRIBUTOR OF THE ORIGINAL MANUFACTURER OR PROVIDER. (Attach the manufacturer's — not the distributor's — written certification that identifies all regional distributors. Item no. 4 also must be completed.) 3. 1/ THE PARTS/EQUIPMENT ARE NOT INTERCHANGEABLE WITH SIMILAR PARTS OF ANOTHER MANUFACTURER. (Explain in separate memorandum.) 4. 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 rce for the service or material. DEPARTMENT HEAD SIGNATURE —John L. Wilson MANAGI DI CTOR SIGNATURE — Craig Farmer Citibus Transit 2l-3/- d� DEPARTMENT DIVISION DATE APPROVED BY PURCHASIN DISAPPROVED BY: REASON FOR DISAPPROVAL: (PURCHASING DEPARTMENT USE DA DATE: allow up to 45 days to process SofeSource Justification.) PUR-070 (Rev 6/02) Resolution No. 2004—RO434 u TO: GFI Genfare, Incorporated 751 Pratt Boulevard Elk Grove Village, IL 60007 Invoice To: Citibus P.O. Box 2000 Lubbock, TX 79457 Purchase Order Page Date Order No. Ship To: By: Citibus 801 Texas Avenue Lubbock TX 79401 8/25/2004 2004.2 Ordered Reference Requested ............... .............................. ............. Place d.B..........................MatthewJacobs.806-712-2008................................................................................. ............... GL # DESCRIPTION UNITS QTY COST TOTAL --------------------------------------------------------------------------- ----- Farebox Collection System Upgrade EA 1.00 139,700.00 $139,700.00 TAXABLE: N TOTALS $139,700.00 This purchase order encumbers funds in the amount of $139,700.00 to GFI Genefare Incorporated of Elk Grove Village, IL on August 24, 2004. The following are incorporated into and made part of this purchase order by reference to quote submitted by Larry Chefalo with GFI Genfare, Incorporated: Specifications. WMcDougal/Mayor Approved as to Form: Linda L. Chamales Senior Attorney/Office Practice Attest: Reb cca Garza, City Secretary Approv a o Z Craig Farr Managing Director of Planning and Transportation